Meeting Minutes Format: The 8-Part Structure

A consistent format makes minutes easier to write, read, and reference. Follow this proven 8-part structure for professional, compliant board meeting minutes.

The 8-Part Structure

1. Header Information

What to Include:

• Organization name
• Meeting type (Regular Board Meeting, Special Meeting, etc.)
• Date, time, and location
• Whether meeting was in-person or virtual

Example:

SUNSHINE NONPROFIT FOUNDATION
Regular Board of Directors Meeting
January 15, 2025 | 6:00 PM - 8:00 PM
Virtual Meeting via Zoom

2. Attendance

What to Include:

• Members present (list by name and title)
• Members absent
• Guests or staff present
• Quorum statement

Example:

PRESENT:
- Jane Smith, Board Chair
- John Doe, Treasurer
- Mary Johnson, Secretary
- Bob Williams, Member

ABSENT:
- Sarah Brown, Vice Chair (excused)

GUESTS:
- Tom Anderson, Executive Director

QUORUM: Confirmed - 4 of 5 board members present

3. Call to Order

What to Include:

• Time meeting was called to order
• Who called the meeting to order

Example:

Chair Jane Smith called the meeting to order at 6:05 PM.

4. Approval of Previous Minutes

What to Include:

• Reference to previous meeting date
• Any corrections discussed
• Motion to approve
• Vote outcome

Example:

Minutes from the December 18, 2024 meeting were reviewed.

MOTION: John Doe moved to approve the minutes as presented.
Mary Johnson seconded.
VOTE: Approved unanimously.

5. Reports

What to Include:

• Executive Director report
• Committee reports
• Financial reports
• Program updates

Example:

EXECUTIVE DIRECTOR REPORT:
Tom Anderson reported Q4 fundraising exceeded goals by 15%,
totaling $250,000. Two new programs launched successfully.

FINANCE COMMITTEE REPORT:
Treasurer John Doe presented December financials showing
revenue of $85,000 and expenses of $72,000. Cash reserves
remain healthy at $150,000.

MOTION: Bob Williams moved to accept the financial report.
Mary Johnson seconded.
VOTE: Approved unanimously.

6. Old Business

What to Include:

• Updates on previous action items
• Continued discussions from prior meetings
• Resolutions to pending matters

Example:

NEW BUILDING LEASE:
Chair Smith reported lease negotiations are complete.
Final lease terms reviewed: $5,000/month, 3-year term,
$15,000 security deposit.

MOTION: Mary Johnson moved to authorize the Executive Director
to sign the lease as presented. John Doe seconded.
VOTE: Approved unanimously.

7. New Business

What to Include:

• New proposals and discussions
• Strategic decisions
• Policy changes
• Budget approvals

Example:

2025 PROGRAM EXPANSION:
Executive Director presented proposal to expand youth mentoring
program to two additional schools. Estimated cost: $75,000.
Funding secured through city grant.

MOTION: Bob Williams moved to approve the program expansion as
presented. Mary Johnson seconded.
Discussion: Board discussed timeline, staffing needs, and
evaluation metrics.
VOTE: Approved unanimously.

CONFLICT OF INTEREST:
Board Member Jane Smith disclosed her company has been asked to
bid on printing services. Jane recused herself from discussion
and voting. Jane left the virtual meeting at 7:15 PM and
returned at 7:25 PM.

MOTION: John Doe moved to approve soliciting bids from three
vendors including Jane's company. Bob Williams seconded.
VOTE: Approved unanimously (Jane Smith abstained).

8. Adjournment

What to Include:

• Time of adjournment
• Date of next meeting

Example:

MOTION: John Doe moved to adjourn the meeting. Bob Williams seconded.
Meeting adjourned at 8:10 PM.

NEXT MEETING: February 19, 2025 at 6:00 PM (Virtual via Zoom)

Respectfully submitted,
Mary Johnson, Secretary
Date: January 16, 2025

Formatting Best Practices

Use Clear Structure:

• Bold headings for each section
• Consistent capitalization
• Bullet points for lists
• White space for readability

Be Consistent:

• Use same format for every meeting
• Maintain same terminology
• Follow same order every time

Include Attachments:

• Reference any documents distributed
• Note where full reports are available
• List any supporting materials

Example:

ATTACHMENTS:
- December 2024 Financial Statements
- Q4 Program Impact Report
- 2025 Budget Proposal (Draft)

Next Steps