Meeting Minutes Template
Record board meeting discussions, motions, votes, and action items in a professional format.
About This Template
Accurate meeting minutes are a legal record of board decisions and a crucial governance document. This template provides a structured format for recording attendance, discussions, motions, votes, and action items consistently.
The template emphasizes capturing what was decided rather than everything that was said. It includes sections for each agenda item, clear formatting for motions and vote tallies, and an action item tracker to ensure follow-through.
Properly maintained minutes protect the board, provide transparency to homeowners, and create an institutional memory that helps future boards understand past decisions. This template makes minute-taking straightforward even for new secretaries.
What's Included
- Attendance tracking section
- Quorum verification
- Motion recording format with maker, second, and vote
- Action item tracker with responsible party and due date
- Space for financial report summary
- Signature lines for secretary certification
How to Use This Template
- 1Open the template before or during the meeting
- 2Record attendance and verify quorum
- 3Note key discussion points for each agenda item
- 4Record all motions verbatim with maker, second, and vote count
- 5Track action items as they are assigned
- 6Draft minutes within a few days while details are fresh
- 7Submit for approval at the next meeting
Who Should Use This
- HOA board secretaries
- Property managers attending board meetings
- Board members filling in as acting secretary
- Communities establishing documentation standards
Frequently Asked Questions
Minutes should capture decisions, not discussions. Record who made motions, who seconded, the vote count, and the outcome. Avoid attributing specific comments to individuals unless relevant to the decision.
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