Meetings & Roles
Meeting Minutes: A Simple Template That Works
A plain-English meeting minutes template for community groups — what to record, how to structure it, and a ready-to-use example you can adapt.
Good meeting minutes record what was decided and who will do what next. They don't need to be lengthy. They need to be accurate, clear, and completed promptly.
Why minutes matter
Minutes are your group's official record of decisions. If there is ever a question about what the committee agreed to — about spending, a policy, a member's eligibility — the minutes are the reference point.
For incorporated associations, keeping proper records is a legal requirement. Well-written minutes also protect committee members personally. They show that decisions were made properly.
What to capture every time
For every meeting, record:
- Meeting type — committee meeting, general meeting, or AGM (annual general meeting)
- Date, time, and location (or "held online via [platform]")
- Chair — who ran the meeting
- Attendees — full names, plus their role if relevant
- Apologies — names of people who gave notice they could not attend
- Quorum confirmed — yes or no (required for the meeting to be valid)
Then for each agenda item:
- A brief summary of what was discussed (two to four sentences is usually enough)
- Any motion raised — worded exactly, with the name of the person who moved it and the person who seconded it
- The outcome — carried unanimously, carried by majority, or not carried
- Any action items — what needs to happen, who is responsible, and by when
A simple template
Here is a structure you can copy and adapt:
---
[Organisation Name] — [Meeting Type]
Date: [Date] Time: [Start time] to [End time] Location: [Venue or online] Chair: [Name]
Present: [Name (Role), Name (Role), ...]
Apologies: [Name, Name, ...]
Quorum: Confirmed / Not confirmed
---
1. Welcome The Chair welcomed members and confirmed quorum.
2. Confirmation of previous minutes Motion: That the minutes of the [previous meeting date] meeting be confirmed as a true and accurate record. Moved: [Name] | Seconded: [Name] | Carried
3. [Agenda item] Discussion: [Brief summary of what was discussed.] Motion (if applicable): That [exact wording]. Moved: [Name] | Seconded: [Name] | Carried / Not carried Action: [What happens next] — responsible: [Name] — by: [Date]
4. [Agenda item] ...
Next meeting: [Date, time, location]
Meeting closed: [Time]
Confirmed: _________________ (Chair) Date: _____________
---
Tips for the person taking minutes
Write in the third person. Say "The treasurer reported that income was on track" rather than "I said we're doing fine."
Record decisions, not debates. You don't need to capture every opinion. Summarise the discussion in a sentence, then record the decision clearly.
Get motions right. Ask the mover to state the motion clearly before you write it down. Ambiguous motions cause problems later.
Action items are gold. The most useful part of any minutes is the action list. Make sure every action has a name and a due date against it.
Write them up straight away. Waiting a week makes it much harder. Draft within 24 hours while the meeting is fresh.
AGM minutes
AGM (annual general meeting) minutes follow the same structure but also record:
- The reports tabled (president's report, treasurer's report)
- The results of all elections (including who was nominated and the vote count if there was a contest)
- Any special resolutions passed (rule changes, etc.)
See our guide to running an AGM for the full AGM process.
Storing and sharing your minutes
File confirmed minutes in a consistent, findable location. Swoop's governance section is designed for exactly this — minutes, policies, and reports all in one place your committee can access any time.
Circulate draft minutes to the committee within a week of the meeting. Once confirmed at the next meeting, keep the signed copy safe. AGM minutes should be kept permanently; regular committee minutes for at least seven years.
---
If you'd like a hand organising your group's records in Swoop, you can book a yarn with us.
Common questions
- What should be included in community group meeting minutes?
- Minutes should record the date, time, location, who attended, who sent apologies, each agenda item discussed, any motions moved (including who moved and seconded them), the outcome of each vote, and action items with who is responsible.
- How formal do minutes need to be?
- For most community groups, plain and clear is better than formal and technical. The purpose is an accurate record of decisions and actions — not a word-for-word transcript.
- How soon should minutes be circulated after a meeting?
- Within a week is best practice. The sooner they go out, the easier it is for people to check them while the meeting is fresh in their memory.
- Who confirms that minutes are correct?
- Minutes are confirmed (or amended and confirmed) at the start of the next meeting. The chairperson signs the confirmed copy.
- Do AGM minutes need to be kept longer than regular committee minutes?
- Yes. AGM minutes are part of your formal governance record and should be kept permanently, or for as long as your rules require. Regular committee minutes are typically kept for at least seven years.