# Club meeting minutes template (copy, paste, done)

## The club meeting minutes template

Copy everything below into your club's document system and reuse it every meeting. Bracketed text is instruction; delete it as you fill in.

> **[CLUB NAME]**
> **Minutes of Committee Meeting**
>
> **Date:** [date] **Time opened:** [time] **Venue:** [venue / video call]
> **Chair:** [name] **Minute-taker:** [name]
>
> **1. Attendance**
> **Present:** [names and roles]
> **Apologies:** [names] — _motion:_ That the apologies be accepted. Moved [name], seconded [name]. **Carried.**
> **Absent without apology:** [names, if any]
> **Quorum:** [Met — X of Y committee members present.]
>
> **2. Confirmation of previous minutes**
> _Motion:_ That the minutes of the meeting held [date] be confirmed as a true and accurate record. Moved [name], seconded [name]. **Carried.** [Note any corrections.]
>
> **3. Business arising / action items from last meeting**
>
> | #   | Action                | Owner  | Status                                        |
> | --- | --------------------- | ------ | --------------------------------------------- |
> | 3.1 | [carried-over action] | [name] | [Done / In progress / Carried over to [date]] |
>
> **4. Correspondence**
> **In:** [sender — one-line subject — action required?]
> **Out:** [recipient — one-line subject]
> _Motion:_ That inward correspondence be received and outward correspondence endorsed. Moved [name], seconded [name]. **Carried.**
>
> **5. Treasurer's report**
> Bank balance at [date]: **[amount]**. Income since last meeting: [amount]. Expenditure: [amount].
> Accounts presented for payment: [payee — purpose — amount, one line each].
> _Motion:_ That the treasurer's report be accepted and the accounts presented be paid. Moved [name], seconded [name]. **Carried.**
>
> **6. Other reports** [one block per report: registrar, canteen, juniors, sponsorship...]
> [Role] report: [two or three factual headlines]. _Motion to accept:_ Moved [name], seconded [name]. **Carried.**
>
> **7. General business**
> **7.1 [Topic]** — [One or two sentences of context. Then either:]
> _Motion:_ [exact wording of what was resolved]. Moved [name], seconded [name]. **Carried / Lost** [record votes if close or if any member asks].
> _Action:_ [what] — **[owner]** by **[date]**.
> **7.2 [Next topic]** — ...
>
> **8. New action item summary**
>
> | #   | Action   | Owner  | Due    |
> | --- | -------- | ------ | ------ |
> | 8.1 | [action] | [name] | [date] |
>
> **9. Next meeting:** [date, time, venue]
> **Meeting closed:** [time]
>
> **Confirmed as a true and accurate record:**
> Chair: _______________ Date: _______
> _(signed at the following meeting, or confirmed electronically)_

For an **AGM**, use the same skeleton with the AGM's items — the full running order is in our [AGM guide](https://clubhelix.com/guides/how-to-run-a-club-agm) — and be extra precise about election results: for each position, who was nominated, who was elected, and that positions were declared vacant first.

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