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Board Meeting Minutes Template (Free, Copy and Paste) with Example
Board meeting minutes record who attended, whether there was a quorum, every motion with who moved and seconded it and how the vote went, any conflicts of interest, and the action items. Copy the template below, then see a real example of minutes drafted from a sample board meeting.
Updated October 31, 2026.
Board meeting minutes template
For regular and special meetings of a nonprofit or company board.
BOARD MEETING MINUTES Organization: [Name] Meeting: [Regular / Special] meeting of the Board of Directors Date and time: [Date], called to order at [time] Location: [Address or video link] Chair: [Name] Secretary (minutes): [Name] ATTENDANCE Directors present: [Names] Directors absent: [Names] Also present: [Staff, guests] Quorum: [Yes / No] ([X] of [Y] directors) 1. CALL TO ORDER The Chair called the meeting to order at [time]. 2. APPROVAL OF PREVIOUS MINUTES Motion to approve the minutes of [date]: moved by [Name], seconded by [Name]. Vote: [For] / [Against] / [Abstain]. [Approved / Not approved] 3. REPORTS Treasurer: [Key figures, variances, questions raised] Executive director: [Updates] 4. BUSINESS [Item]: [Short summary of discussion] Motion: [Exact wording]. Moved by [Name], seconded by [Name]. Vote: [For] / [Against] / [Abstain]. [Carried / Failed] Conflicts of interest declared: [Name, item, or "none"] 5. ACTION ITEMS - [Task] | Owner: [Name] | Due: [Date] 6. NEXT MEETING [Date, time, place] 7. ADJOURNMENT The meeting was adjourned at [time]. Minutes approved on: [date] Secretary signature: ________
How to take board meeting minutes
- Before: copy the agenda into the template, list the directors, and note the quorum number.
- During: write every motion in its exact words, who moved and seconded it, and the vote count. Note abstentions and conflicts of interest.
- After: add the action items with an owner and a date, send the draft to the chair, and file the version the board approves.
Real example: what Audio Notes AI wrote from a sample meeting
We wrote a short transcript of a fictional nonprofit board meeting: quorum, minutes approval, a treasurer’s report, a lease vote with one abstention, and a volunteer update. We ran the transcript (a fictional meeting, plain text with no speaker labels, as the app produces it) through Audio Notes AI. This is the output, unedited, with key points shortened to the first 5.
Summary
The October board meeting of Riverside Community Food Bank was called to order at 6:02 PM with a quorum of five directors. The minutes from the previous meeting were approved unanimously. The treasurer reported quarterly revenue of $84,000 versus a $90,000 budget, noting a delayed $12,000 county grant expected by November 15 and expenses of $79,000, leaving a cash reserve equal to three and a half months of operating costs; the board discussed and decided to wait until December 1 before accessing reserves if the grant is further delayed. The board reviewed a warehouse lease renewal offering a three‑year term with a 6% increase, and after comparing alternatives, voted to authorize the executive director to sign the renewal while requesting a 4% rent increase cap for years two and three. Volunteer needs were highlighted, specifically the requirement for 20 additional drivers for the holiday distribution on December 12‑13, with a recruitment drive to be launched and reported back by Anna at the November meeting. The next board meeting was scheduled for November 18 at 6 PM, and the session adjourned at 6:51 PM.
Key points
- Meeting called to order at 6:02 PM with five of seven directors present, establishing a quorum
- Approved the minutes from last month; motion by James, seconded by Priya, unanimously passed
- Treasurer's report: quarterly revenue $84,000 versus budget $90,000
- County grant of $12,000 is late; expected arrival by November 15
- Expenses for the quarter totaled $79,000, meeting budget expectations
Action items
- Executive director to sign the three‑year warehouse lease renewal, incorporating a request for a 4% rent increase cap in years two and three
- Anna to initiate a recruitment drive for 20 additional drivers next week and report back at the November 18 meeting
- Monitor the status of the $12,000 county grant and confirm receipt by November 15; if delayed beyond December 1, evaluate options for using cash reserves
- Board to reconvene on December 1 to decide whether to draw on cash reserves if the grant remains unpaid
The pieces a board template needs are there: quorum, the motion with mover and seconder, the vote, plus action items. Paste them into the sections above and check vote counts and abstentions against your own notes.
Skip the typing: record the meeting on your phone or upload the recording in your browser, and Audio Notes AI drafts the summary, decisions and action items for you to paste into the template. Try it free in your browser (3 notes or 60 minutes) or get the iPhone app.
Honest limits
- Audio Notes AI does not label speakers. Owners come from names people say out loud; check them before you send the notes.
- Recordings can be up to 90 minutes each, and transcription needs an internet connection.
- Tell everyone you are recording, and follow your organisation’s rules and local law.
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