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Meeting Template

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Updated June 20, 2022

Non-profit meeting minutes allow a non-profit organization to properly document the significant items of discussion during a regularly scheduled board or member meeting. Not-for-profit organizations are encouraged to outline the minutes by following their meeting agenda and with all attendees following Robert’s Rules of Order in order to maintain a civil discourse. Meeting minutes are not a complete transcript, but instead, they serve to note only the essential information discussed throughout the meeting. A secretary shall take meeting minutes that record noteworthy topics, votes, and resolutions.

Table of Contents

Formatting (8 parts) I. Meeting Details II. Attendees III. Absentees IV. Call to Order V. Old Business VI. New Business VII. Other Items VIII. Adjournment Sample – Non-Profit Meeting Agenda

Formatting (8 parts)

I. Meeting Details

• Main Title (top of page) – “Non-Profit Meeting Minutes for [Organization’s Name];
• Chairperson’s name;
• Secretary’s name (if any);
• Date & Time; and
• Location.

II. Attendees

• List all attendees.

III. Absentees

• List all absentees.

IV. Call to Order

• Approval of previous meeting minutes; and
• Approval of the current non-profit meeting agenda.

V. Old Business

• List outstanding discussion items from the previous meeting;
• Describe any issues and/or resolutions from the “old business” discussion; and
• Record any decisions made through a vote.

VI. New Business

• Document new orders of business;
• Describe any questions, concerns, or issues that arise;
• Log any reports or other documentation that is distributed; and
• Record any decisions made by vote.

VII. Other Items

• Announcements;
• Nominations;
• Upcoming scheduled votes; and
• Any other business matters that are discussed.

VIII. Adjournment

• Record the time of the meeting’s end;
• Meeting Chair/Organizer and Secretary approve minutes; and
• Minutes are distributed to all attendees.

Sample – Non-Profit Meeting Minutes

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