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Meeting kitNonprofitsMinutes

Nonprofit board meeting minutes

75 minutes 11 blocksFree Free template

A nonprofit board meeting in formal order with conflict-of-interest disclosures, a consent agenda and votes, plus minutes that fill in as you go.

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

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75 min · 11 blocks, drawn to scale Fits exactly
  1. Call to order and quorum, 3 minutes 3
  2. Conflict of interest disclosures, 3 minutes 3
  3. Consent agenda: last minutes and routine reports, 4 minutes 4
  4. Executive director's report, 12 minutesInfo 12
  5. Treasurer's report, 8 minutes 8
  6. Committee reports, 12 minutesInfo 12
  7. Old business: items carried from last meeting, 8 minutes 8
  8. New business: main motion, 8 minutes 8
  9. New business: other motions, 8 minutes 8
  10. Executive session, if needed, 5 minutes 5
  11. Announcements and adjournment, 4 minutes 4
019385675 min
  1. +0′Call to order and quorumTip: The chair states the time and confirms a quorum of directors under the bylaws. The secretary records who is present, absent and attending as a guest.3 minInfo
  2. +3′Conflict of interest disclosuresTip: Ask each director whether they have a conflict with anything on today's agenda. The minutes record who disclosed what and whether they left the room and abstained.3 minInfo
  3. +6′Consent agenda: last minutes and routine reportsApprove the consent agenda?Tip: Any director can ask to pull an item off the consent agenda for discussion. Do that before the vote.4 minVote
  4. +10′Executive director's reportTip: Ask for the written report a week ahead so this time goes on questions, not reading.12 minInfo
  5. +22′Treasurer's reportTip: The treasurer's report is received and filed. No vote is needed to accept it.8 minInfo
  6. +30′Committee reportsTip: Only reports with recommendations need floor time. The rest can go on the consent agenda next time.12 minInfo
  7. +42′Old business: items carried from last meeting8 minDiscuss
  8. +50′New business: main motionAdopt the motion as read by the chair?Tip: Read the exact wording first. Directors who disclosed a conflict on this item don't vote.8 minVote
  9. +58′New business: other motionsTip: Take each as its own motion. The secretary records the mover and the result of each.8 minDecide
  10. +66′Executive session, if neededTip: The open minutes record only that an executive session was held, its general subject and any action taken.5 minDiscuss
  11. +71′Announcements and adjournment4 minWrap-up

In short

Nonprofit board meeting minutes are the official record of what the board decided, who was present and how each motion was voted. This kit gives you a 75-minute agenda in formal order with conflict-of-interest disclosures, a consent agenda and votes on each motion, plus fill-in minutes sent afterwards.
Time
75 minutes
Includes
Agenda and draft minutes
Covers
Conflicts, consent agenda, motions, executive session
Plan
Free

Updated October 4, 2026

What's in the kit

By the end of this meeting, the board has heard the reports, acted on each motion with conflicts disclosed, and the secretary has everything for the minutes. The full agenda is drawn to scale above: every block has its own timer when you run it live.

The follow-up email

Subject

Draft minutes: board of directors meeting, ______

Draft minutes for review. Corrections by ______, please. They'll go on the next consent agenda for approval.

MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS OF ______

Date: ______  Time: ______  Place / video link: ______
Presiding: ______  Recorder: ______
Directors present: ______
Directors absent: ______
Staff and guests: ______
Quorum: [ ] present (____ of ____ directors)

1. Call to order at ______.
2. Conflict of interest disclosures: [ ] none  [ ] ______ disclosed ______ on item ____; left the room / did not vote.
3. Consent agenda (minutes of ______, routine reports): [ ] approved  Items removed: ______
4. Executive director's report: received. Key points: ______
5. Treasurer's report: received and filed.
6. Committee reports: ______
7. Old business: ______
8. New business
   Motion: ______
   Moved by: ______  Seconded by: ______
   Result: [ ] adopted  [ ] failed  (for ____ / against ____ / abstain ____)
9. Executive session held: [ ] no  [ ] yes, on ______ (general subject). Action taken: ______
10. Adjournment at ______.

Submitted by: ______ (Secretary)   Approved on: ______

How to run it

  1. 1Send the agenda, the consent items and the written reports a week before, so the meeting goes on decisions.
  2. 2Turn on 'Ask for name' so the attendee list helps the secretary record who was present.
  3. 3Start every meeting with conflict disclosures, and record them in the minutes even when there are none.
  4. 4Run each motion as a vote. Agendiq's summary records decisions and vote results as they happen, so the draft minutes are nearly done at adjournment.
  5. 5Send the draft from the follow-up and put it on the next consent agenda for approval.

Questions people ask

What should nonprofit board minutes include?
The date, time and place, who presided and recorded, directors present and absent, quorum, conflict disclosures, each motion with who moved it and the result, reports received, and the adjournment time.
Why do nonprofit minutes matter?
They are the legal record of board decisions. IRS Form 990 also asks whether the organization documents board meetings at the time they happen and has a conflict of interest policy.
How detailed should board minutes be?
Record what was done, not everything that was said: motions, results, reports received and actions assigned. Summarize discussion only where it explains a decision.

Run it with your group

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