Appendix C. Sample Minutes

(ORGANIZATION NAME) 
(DATE, TIME & LOCATION OF MEETING)

  1. Call to Order: The meeting was called to order at [00:00 a.m./p.m.] by the President.
  2. Roll Call: [List all persons present.]
  3. Approval of Minutes: [Minutes approved as read or “Reading of the Minutes Waived]
  4. Officer’s Reports:
    1. President – [summarize important points]
    2. Vice President – [summarize important points]
    3. Secretary – [summarize important points]
    4. Treasurer – [ex. Current balance is $000.00]
  5. Committee Reports: [summarize important points]
  6. Unfinished (Old) Business: [summarize discussion and include decisions made by vote of members]
  7. New Business: [ex. “It was moved by J. Smith and seconded by L. Jones to approve spending up to $20.00 from the club treasury for refreshments. The motion was approved unanimously.”]
  8. Announcements (Other): [summarize important points]
  9. Adjournment: The meeting was adjourned at [00:00 a.m./p.m.] by the President.

Tips on Note Taking 

  • Note the time the meeting begins
  • Ask questions for clarity
  • Don’t try to write down every single moment, just the main ideas. Minutes contain a record of what was done, not what was said
  • Write down motions, who made them, who seconded the motion, and the results of votes (if any.)
  • Make note of any motions to be voted on at future meetings
  • Note the ending time of the meeting