Board meeting minutes

For formal meetings of boards, councils and committees: quorum, agenda, resolutions and votes.

Download in Word (.docx)

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What must not be left out

What anyone reading or signing the minutes will check.

The type and number of the meeting, the date and who chaired: they identify the minutes in the minute book.
The quorum: how many members attended, out of how many.
The result of each vote, not just the decision.
Who presented each item and the contributions that explain the decision.
The chair’s and secretary’s signatures, as your bylaws or rules require.

Filled-in example

Fictional data, so you can see how each section turns out.

MINUTES OF THE BOARD MEETING

Type and number of meeting: Regular meeting no. 10-2026
Date: October 21, 2026
Start and end time: 16:00 to 17:40
Place: Boardroom
Chair: Carmen Ortiz, chair
Secretary: Raúl Méndez, secretary

1. Attendance and quorum

Member	Position	Attendance
Carmen Ortiz	Chair	Present
Raúl Méndez	Secretary	Present
Elena Díaz	Treasurer	Present
Tomás Herrera	Member	Absent with apologies
Sofía Castillo	Member	Present

Quorum present: 4 of 5 members attend.

2. Agenda

Approval of the minutes of the previous meeting
Treasurer’s report for the third quarter
Hiring of the 2026 external audit
Any other business

3. Approval of the previous minutes

The minutes of meeting no. 9-2026 are approved without changes.

4. Proceedings

Treasurer’s report. Elena Díaz presented the third-quarter accounts: income is 4% above forecast and maintenance costs 12% above. Sofía Castillo asked for a breakdown of those costs.

External audit. Management presented three bids. The board compared each firm’s experience with similar organizations and the cost.

5. Resolutions and votes

Resolution	For	Against	Abstentions
Approve the treasurer’s report for the third quarter	4	0	0
Hire the external audit with the lowest bid that meets the requirements	3	0	1

6. Actions

Action	Owner	Due
Send the breakdown of maintenance costs	Elena Díaz	November 4
Sign the audit contract	Carmen Ortiz	November 15

7. Close

The meeting closes at 17:40. The next regular meeting will be on November 18, 2026.

ChairSecretary

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