Non-Profit Meeting Minutes

1. What are nonprofit board meeting minutes?

Nonprofit board meeting minutes are the official written record of decisions, actions, and discussions that take place during a nonprofit organization’s meeting. This is a mandatory legal document every nonprofit organization should create for the meeting and keep a record of.

It is used to keep the record of voting and decisions adopted during annual, regular, special, or emergency board meetings. The present nonprofit board meeting minutes template could be used specifically for the meeting of the board of directors. The template does not apply for the meeting of the organization’s members or for a for-profit organization.

2. How to draft nonprofit meeting minutes template?

Every nonprofit meeting minutes template shall include a number of essential elements to be a complete document. Below we made a short checklist you may follow to draft minutes of the meeting absolutely from scratch:

General Information

Minutes of the meeting template shall include:

• date and time on which the meet-up was held;
• type of the meeting (i.e., regular, annual);
• location (e.g., address of a business center, office space); and
• purpose of the meeting (only required for special or emergency meetings).

The list of information given above allows us to identify precisely when and where exactly the meeting took place.

List of Attendees

Well-drafted sample nonprofit board meeting minutes include the list of attendees who participated in the meeting, as follows:

• full names of directors who voted in the meeting;
• full names of directors who participated via proxy (if applicable);
• names of the organization’s key employees, officers, or other guests without voting rights (e.g., a treasurer could participate in the discussion of the organization’s annual budget).

Agenda

The text of every nonprofit board meeting minutes template lays out a detailed description of the meeting’s agenda. The agenda is the list of questions or topics participants wish to discuss and vote on. The topic included into the agenda may include anything related to the organization’s daily activity and management.

The agenda differs depending on the type of meeting. For example, for annual nonprofit meeting minutes, the agenda shall include approval of the annual budget.

The text of the minutes shall define the quorum. A quorum is the minimum number of directors who are present at the meeting (e.g., 50 % of all directors). To find out the minimum required quorum for the board of directors meeting, you have to check first the provisions of the organization’s bylaws.

Resolution

Meeting minutes templates for nonprofit organizations should reflect:

• exact wording of each passed resolution;
• outcome of the voting (e.g., unanimously passed, abstained); and
• additional comments or notes related to the voting procedure on each particular resolution (when applicable).

Signatures

Every sample minutes of board meeting for a nonprofit organization should be signed properly. Without putting a signature, a sample cannot become a legal document enforceable in a court. Minutes of the board of directors could be signed by:

• organization’s CEO or president;
• organization’s secretary;
• chair of the meeting (if elected); or
• by both organizations’ CEO and secretary.

To find out the right person to sign the minutes, you first have to check the organization’s bylaws. If the bylaws do not define who shall sign the minutes, in that case you can choose either of the options suggested above.

How to customize a minutes template at Faster Draft?

To get a fully customized legal document, follow a few easy steps below:

1. Click the button “Create Document.”
2. Answer simple questions in the form.
3. Select a template’s format – nonprofit board meeting minutes template Word or PDF.
4. Make a payment.
5. E-sign, download, and instantly use the customized minutes template.