Template preview · Nonprofit
Board agenda and minutes
Prepare a clear board meeting record with decisions and follow-up.
A board agenda and minutes template for a fictional nonprofit.
Sample purpose
Prepare a clear board meeting record with decisions and follow-up.
Audience: Board secretary, Executive director- Structure
- 4 sections
- Criteria
- 12
- Sources
- 7
- Watches
- 3
- Default approach
- Review first
Set the purpose first. Then change every section, criterion, and agent setting before anything runs.
Fictional sample
Structure and criteria
Sample content shows the shape of a useful document. Copying it is optional.
01 Review firstMeeting particulars
For this board agenda and minutes, records date, attendance, quorum, and conflicts.
Criteria
- Attendance lists each trustee with status and compares attendees with the quorum in the bylaws.
- Conflicts name the trustee and the item, not a blanket none declared.
- Agenda changes from the circulated version are noted with a reason.
Sources
- North Shore bylaws (fictional) api.north-shore-foundation.exampleQuorum and conflict policy.
- IRS governance and related topics (PDF) irs.govRecord-keeping expectations.
- ProPublica Nonprofit Explorer API projects.propublica.orgPublic filings for comparable organisations.
Sample content
North Shore Arts Foundation needs a fictional record of an April funding decision. Chair Clara Ng calls the meeting to order at 17:00 on Oct 14, 2026. Eight of nine trustees are present; Clara discloses no interest in the grant decision.
02 Review firstAgenda and papers
For this board agenda and minutes, states purpose, lead, and time for each agenda item.
Criteria
- Each item has a time block, a type (decision, discussion, information) and a lead.
- Time blocks add up to no more than the meeting length.
- Each decision item cites its paper by title and date, or says why it is late.
Sources
- North Shore meeting materials (fictional) api.north-shore-foundation.examplePapers and distribution status.
Watches
- Follows Meeting particulars
Sample content
Time Agenda item Lead Purpose 17:05 Approve prior minutes Clara Ng Decision 17:20 Studio roof grant Elliot Park Funding decision 17:45 Winter program update Nia Cole Discussion 03 ManualDecisions and minutes
For this board agenda and minutes, captures motions, votes, and approved resolutions.
Criteria
- Each motion has exact wording, mover, vote tally and result.
- Abstentions and recusals are named; amended motions keep original and adopted text.
- Information items are labelled as having no vote.
Sources
- North Shore voting rules (fictional) api.north-shore-foundation.exampleThresholds by decision type.
- Robert's Rules of Order (Wikipedia) en.wikipedia.orgMotion and amendment conventions.
Watches
- Follows Agenda and papers
Sample content
Motion Moved by Vote Result Approve up to $24,000 matching funds for roof repair Elliot Park 7 yes, 1 abstain Carried 04 Review firstAction register
For this board agenda and minutes, assigns follow-up owner and due date.
Criteria
- Each action has a named individual, a due date and, for carryovers, a status.
- Each decision that needs follow-up has at least one action.
- Anything over 30 days past due is flagged for the chair.
Sources
- North Shore action register (fictional) api.north-shore-foundation.examplePrior actions and status.
Watches
- Follows Decisions and minutes
Sample content
- ☐ Elliot obtains a second contractor estimate by Oct 28
- ☐ Clara signs approved minutes at the Nov 11 meeting
- ☐ Nia reports grant deadline and winter program budget next meeting