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Meeting Recap Template
Nonprofit Governance and Management, Third Edition
APPENDIX 21
MINUTES GUIDELINES AND TEMPLATES
APPENDIX 21
MINUTES GUIDELINES AND TEMPLATES
Practical Advice Note: Minute writing is an art and the level of detail and format of
minutes will vary based on a variety of factors. Following are some guidelines that may
be helpful.
Document 1
Guidelines
What to include:
1. Meeting Details, including:
a. Type of meeting (regular/special, committee/board)
b. Date and location
c. Who attended (directors/staff/guests)
d. Directors who did not attend or who arrived late after substantive discussion
e. Who presided
f. Who kept the minutes (served as secretary)
2. Meeting Substance
a. Specify issues discussed, including names of presenters
i. Note materials distributed, if any
ii. List major points of discussion or matters considered, in summary
form
b. Clearly state decisions/actions taken
i. Include resolutions adopted, if any
ii. Indicate names of directors voting against or abstaining on resolution,
or not present at the time of the vote
iii. When a conflict of interest situation is being dealt with by the board,
indicate whether the director with the conflict was present for some or
all of the discussion or action.
iv. If no resolution adopted, indicate if there was consensus on the topic,
or if matter was deferred or informally tabled
c. Identify information items and reports received
i. Include name of report or item and topics covered
ii. Include list of materials distributed, if any
iii. Include names of individuals (and if applicable, their position, such as
committee chair) giving oral reports
d. Indicate whether executive session was held
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