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