by Jim Connelly, founder of BoosterSpark
Meeting minutes are a high level summary of what took place at a meeting. They are not a transcript of everything said in a meeting. Minutes should only summarize major points of a meeting relative to the board’s actions and decisions. Meeting minutes:
- act as a record of a booster club's decisions and actions
- are a reminder of who was given assignments
- provide evidence of deadlines
- benefit people who are absent when decisions are made
Do's and Don'ts:
- DO report on actions taken
- DO stay objective
- DON'T write a transcript
- DON'T include personal comments
- DON'T wait to type up the minutes
- DON'T handwrite the meeting minutes
These are some of the things board secretaries should leave out of board meeting minutes:
- Abbreviations, acronyms, and jargon
- Judgmental comments
- Personal observations about meeting attendees
- Notes about personal arguments
- Statements with political undertones
- Exact discussions where lawyers gave legal advice
- Words of praise
Common mistakes in taking board meeting minutes:
- Failure to document a quorum
- Ambiguous description of board actions
- Including information that could harm the board in a legal sense
- Lengthy delays in providing minutes after a meeting
- Delays in approving minutes from past meetings
- Failing to file and manage documents
- Failing to get documents signed, so they serve as an official and legal record
When applicable, record:
- Motions taken or rejected
- Voting
- [Insert Name] motioned to [Describe the Motion] , seconded by [insert name]
- motion [passed/failed] by vote of 4-1
- do not specify how individuals voted
[Booster Club Name] Meeting Minutes
Date: [Date]
Time: [Time]
Location: [Location]
Board or Voting Members Present:
Meeting called to order at [Time].
Respectfully submitted,
[Name of Secretary]
[Booster Club Name] Secretary
Approved by:
[Name of President]
[Booster Club Name] President
[Date of Approval]
Date: [Date]
Time: [Time]
Location: [Location]
Board or Voting Members Present:
- [Name of Attendee 1], [Name of Attendee 2], [Name of Attendee 3], [Name of Attendee 4], [Name of Attendee 5]
- [Name of Absentee 1], [Name of Absentee 2]
- [Name of Guest 1], [Name of Guest 2]
Meeting called to order at [Time].
- Welcome and Opening Remarks
- The meeting was called to order by [Name of President].
- [Name of President] welcomed all attendees and thanked them for their continued support.
- Approval of Previous Minutes
- The minutes of the previous meeting held on [Date] were reviewed and approved without any objections.
- Treasurer's Report
- [Name of Treasurer] provided a financial update.
- Current balance: $[Amount].
- Discussion on upcoming expenses and fundraising activities.
- Committee Reports
- Membership Committee:
- [Name of Committee Chair] reported on current membership numbers ([number] new, [number] total members).
- Encouragement for all to recruit new members.
- Sponsorship Committee:
- [Name of Committee Chair] reported on current sponsorship numbers ([number] new, [number] total members).
- New sponsors include [Name of Sponsors].
- Encouragement for all to recruit new sponsors.
- Spirit Wear Committee:
- [Name of Committee Chair] discussed recent sales efforts and results.
- Volunteer sign-ups for events were discussed.
- Fundraising Committee:
- [Name of Committee Chair] reported on recent fundraising efforts.
- Upcoming fundraisers discussed, including [Event/Activity].
- Volunteers needed for [Event/Activity].
- Event Planning Committee:
- [Name of Committee Chair] discussed upcoming events, including [Event 1] and [Event 2].
- Volunteer sign-ups for events were discussed.
- Other Committees (if applicable):
- [Name of Committee Chair] reported on [Committee Activities].
- Membership Committee:
- Old Business
- Discussion on previously raised issues:
- [Old Business Item 1]
- [Old Business Item 2]
- Discussion on previously raised issues:
- New Business
- [New Business Item 1]
- Discussion on [New Business Item 1].
- Decision: [Decision Outcome].
- [New Business Item 2]
- Discussion on [New Business Item 2].
- Decision: [Decision Outcome].
- [New Business Item 1]
- Announcements
- [Announcement 1]
- [Announcement 2]
- Open Floor
- Attendees were given the opportunity to raise any additional concerns or questions.
- Next Meeting
- The next meeting will be held on [Date] at [Location].
- Adjournment
- Meeting adjourned at [Time].
Respectfully submitted,
[Name of Secretary]
[Booster Club Name] Secretary
Approved by:
[Name of President]
[Booster Club Name] President
[Date of Approval]
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