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Meeting kitClubs & societiesMinutes

Club meeting minutes

45 minutes 9 blocksFree Free template

A 45-minute club meeting in simple minutes order with sign-in, motions voted on phones and a minutes template for clubs, societies and booster clubs.

Use this template See inside

Free to use and to run live. No card needed.

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45 min · 9 blocks, drawn to scale Fits exactly
  1. Call to order and sign-in, 3 minutes 3
  2. Approve the minutes of the last meeting, 3 minutes 3
  3. Treasurer's report: balance, money in, money out, 5 minutes 5
  4. Officer and committee reports, 8 minutesInfo 8
  5. Old business, 6 minutes 6
  6. New business and motions, 10 minutesDiscuss 10
  7. Motion vote, 3 minutes 3
  8. Announcements and upcoming events, 4 minutes 4
  9. Adjournment, 3 minutes 3
011233445 min
  1. +0′Call to order and sign-inYour name, for the attendance list3 minCheck-in
  2. +3′Approve the minutes of the last meetingTip: Ask for corrections first. 'If there are no corrections, the minutes stand approved.'3 minDecide
  3. +6′Treasurer's report: balance, money in, money out5 minInfo
  4. +11′Officer and committee reports8 minInfo
  5. +19′Old business6 minFollow-up
  6. +25′New business and motionsTip: Ask the member to state the motion exactly. The secretary writes it word for word.10 minDiscuss
  7. +35′Motion voteOn the motion as stated, how do you vote?Tip: Repeat for each motion. Only members vote.3 minVote
  8. +38′Announcements and upcoming events4 minInfo
  9. +42′AdjournmentTip: State the time for the minutes.3 minWrap-up

In short

Club meeting minutes are the official record of a club or society meeting: who attended, the reports, each motion and its result. This kit gives you a 45-minute agenda in simple minutes order, QR sign-in for attendance, motion votes on phones with counts, and a minutes template that also suits booster clubs.
Time
45 minutes
People
5 to 100 members
Includes
Agenda, minutes template
Plan
Free

Updated October 4, 2026

What's in the kit

By the end of this meeting, the club has heard its reports, decided its motions and the secretary has what the minutes need. The full agenda is drawn to scale above: every block has its own timer when you run it live.

The follow-up email

Subject

Minutes: [club name] meeting, [date]

[Club name]: minutes of the meeting

Date: 
Time called to order: 
Place: 
Presiding: 
Secretary: 

Present: see the sign-in list in the summary below (__ members)
Apologies: 
Quorum: yes / no

Minutes of last meeting: approved / approved with corrections: 

Treasurer's report
Opening balance: 
Money in: 
Money out: 
Closing balance: 

Officer and committee reports
- 

Old business
- 

New business
Motion: 
Moved by: 
Seconded by: 
Result: in favor __ / opposed __ / abstain __ (carried / failed)

Announcements and upcoming events
- 

Next meeting: 
Adjourned at: 

Secretary: ________________

How to run it

  1. 1Members sign in by scanning the code, so the attendance list and quorum count are done before you start.
  2. 2Keep reports short: the treasurer gives the balance and what came in and went out.
  3. 3Ask each mover to state the motion exactly, then vote on phones. Agendiq's summary records decisions and votes as they happen, with the counts.
  4. 4For booster clubs that raise and spend money for a school team, record every spending motion and the treasurer's balances in full.
  5. 5Fill in the template from the summary and send the draft. Members approve it at the next meeting.

Questions people ask

What should club meeting minutes include?
The club's name, date, time and place, who presided and took minutes, attendance, approval of the last minutes, the treasurer's figures, reports, each motion with its mover and result, announcements and the adjournment time.
Who takes the minutes at a club meeting?
The secretary. If they're away, the chair asks another member to take them for that meeting.
What's different about booster club minutes?
Booster clubs handle money for a school team or program, so record every spending motion, the vote and the treasurer's balances in full. It protects the volunteers as much as the club.

Run it with your group

Free
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to use and to run live. No card needed.

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