Board Meeting Minutes Template
Compliant record of board decisions and discussions
The Prompt
The Prompt
Create a nonprofit-compliant Board Meeting Minutes Template for [ORGANIZATION NAME] that small teams can complete quickly and boards can approve confidently.
The Board Meeting Minutes Template should:
- Begin with a header: [ORGANIZATION NAME], [MEETING TYPE: Regular/Special/Annual], [DATE], [TIME & TIME ZONE], [LOCATION/VIRTUAL LINK], [MEETING CALLED TO ORDER AT], [CHAIR], [SECRETARY], [QUORUM: Yes/No], [CONFLICTS OF INTEREST DISCLOSED: Yes/No].
- List attendance by category: Board (Present/Absent), Staff, Guests; note late arrivals/early departures when relevant.
- Include agenda approval and prior minutes approval (motion, second, vote outcome).
- Capture reports received (title, presenter) and reference attachments: [REPORT NAME] – stored at [FILE PATH/DRIVE LINK]; do not embed content.
- Record motions verbatim with mover/seconder, vote method (voice/roll call), tally (For/Against/Abstain), recusals, and outcome; include decisions made without formal motion if permitted by [BYLAWS REFERENCE].
- Summarize key discussion points in neutral, past tense (2–4 bullets per topic); no verbatim quotes or editorializing.
- Provide an Action Items table: Item, Owner, Due Date, Status; highlight deadlines impacting programs/funders.
- Note Executive Session as a line item with start/end times and general purpose only; no details.
- Include public comment (if applicable) and any declared conflicts of interest or recusals.
- Conclude with adjournment time and next meeting details.
- Add approval/signature block: “Approved by the Board on [DATE]” with lines for [BOARD CHAIR NAME/TITLE] and [SECRETARY NAME/TITLE]; “Prepared by [MINUTE-TAKER NAME/TITLE].”
- Compliance footer: “Draft within [X DAYS, e.g., 7]; retain for [RETENTION PERIOD] per [STATE/BYLAWS].”
- Provide a brief example narrative (250–350 words) using [TONE: FORMAL = precise, legal record; WARM = plain, readable yet compliant; CASUAL = only for internal committees, not recommended for board minutes].
Quality principles: Be specific, factual, and concise. Avoid jargon, opinions, attributions of sensitive remarks, and unnecessary detail. Prioritize motions, decisions, and action owners. Common pitfalls: failing to record vote tallies/recusals, mixing attachments into the body, over-transcribing, and omitting storage locations.How to Customize
- Replace all [BRACKETED] fields with your specific information
- Adjust tone and length as needed for your audience
- Review and personalize before using
Pro Tips
- Test this prompt with your preferred AI tool before using in production
- Always review AI output for accuracy and appropriateness
- Customize outputs to match your organization’s voice and brand
Related Prompts
(See other prompts in the board category)
Example Outputs
Compare scenarios: We tested this prompt with 3 different nonprofit contexts. Each scenario shows outputs from GPT-5, Claude, and Gemini. Select a model above each scenario to compare.
Southside Fresh Food Collective
Small community nonprofit on Chicago’s South Side improving food access through community gardens, pop-up markets, and SNAP outreach. Volunteer-heavy, <$500k annual budget. Donors include neighborhood residents, local grocers, churches, and small family foundations. Serves primarily Black and Latino urban communities.
View scenario details
Board Meeting Minutes Template
Meeting details - Organization: - Date: - Time (start–end): - Location/Platform: - Chair: - Recorder: - Quorum: Yes/No (present/required):
Attendees - Directors present: - Absent (with/without notice): - Management/Guests (if any):
Agenda and prior minutes - Agenda approval: Approved/Not approved (amendments, if any): - Prior minutes (date): Approved/Not approved (corrections, if any):
Votes and resolutions - Motion # / Title: - Moved by: - Seconded by: - Resolution text: - Vote result: For __ / Against __ / Abstain __ / Absent __ - Outcome: Carried/Failed - Notes (if any):
[Repeat the block above for each motion.]
Key discussion points - Topic: - Summary (concise, factual): - Decisions/Consensus (if any):
[Repeat per topic.]
Action items - Action: - Owner: - Due date: - Status: Open/Pending/Complete - Notes (if needed):
[Repeat per action.]
Next meeting - Date: - Time: - Location/Platform: - Proposed agenda items (optional):
Adjournment - Adjourned at:
Approvals - Minutes prepared by: - Approved by (Chair/Secretary): - Approval date:
AI Evaluation Details (Score: 8.8/10)
This is a highly functional, well-structured board meeting minutes template that perfectly matches the requested factual/organized tone. It includes all required elements from the prompt and follows nonprofit governance best practices. The format is clean, professional, and immediately usable with minimal adaptation needed.
- • Comprehensive coverage of all prompt requirements: attendees, absent members, votes/resolutions, discussion points, action items with owners/deadlines, and next meeting details
- • Excellent organizational structure with clear sections and repeatable blocks for multiple motions, topics, and action items
- • Includes governance-critical elements like quorum tracking, vote tallies, motion procedures (moved/seconded), and formal approval signatures
- • Practical features like status tracking for action items, notation for excused/unexcused absences, and space for agenda amendments
- • Appropriately neutral, factual tone throughout with no jargon or unnecessary complexity—suitable for volunteer board members
- • Professional formatting with clear hierarchy and scannable sections that would work well for record-keeping and compliance
- • Slightly generic presentation—could have included one small contextual touch relevant to small community nonprofits (e.g., 'Conflict of Interest Declarations' section common in smaller boards)
- • The 'Status' field in action items might be unnecessary for minutes themselves (more useful for tracking documents), as minutes typically capture decisions at a point in time
Rocky Mountain STEM Educators Network
Mid-size professional association supporting K–12 STEM teachers across Colorado (urban Front Range and rural mountain districts). $3–5M budget funded by membership dues, regional tech sponsors, and state education grants. Board includes district administrators, classroom teachers, and university partners.
View scenario details
Board Meeting Minutes Template
Header - Organization: - Meeting Title: - Meeting Type: (Regular/Special) - Date: - Time (Start–End): - Location: - Chair: - Recording Secretary: - Notice Given: (Yes/No; method/date) - Quorum: (Required/Present; Achieved: Yes/No)
Attendance - Directors Present: - Directors Absent: (Note excused/unexcused) - Others Present: (Staff, advisors, guests) - Conflicts/Recusals Declared: (Name; agenda item)
Agenda Administration - Agenda Approved: (Yes/No; Motion by/Second/Vote) - Prior Minutes Approved: (Date of prior meeting; Motion/Second/Vote) - Consent Agenda Items Approved: (List or N/A)
Reports (brief summaries; attach detailed reports if needed) - CEO/Executive Director: - CFO/Finance: - Committee Reports: (Name; key points)
Key Discussion Points (objective summaries; no verbatim) - Topic: - Summary: - Decisions/Conclusions: - Follow-ups required (if any):
Resolutions and Votes (number each item) - Resolution [#]: Title/Subject - Motion: (Exact wording if possible) - Moved by: - Seconded by: - Vote: (For/Against/Abstain; tally) - Result: (Adopted/Not adopted) - Notes: (Recusals, conditions, effective date)
Action Items - ID: - Description: - Owner: - Due Date: - Status: (Open/In progress/Closed) - ID: - Description: - Owner: - Due Date: - Status:
Risk/Compliance (if applicable) - Regulatory/Legal updates: - Risks identified and mitigations: - Policies reviewed/approved:
Executive Session (if held) - Start–End Time: - Participants: - General Purpose: - Outcomes/Decisions recorded (if any):
Other Business - Items not on agenda: - Public comments (if applicable):
Next Meeting - Date: - Time: - Location: - Proposed Agenda Topics:
Adjournment - Time of Adjournment:
Certification - Minutes prepared by: (Name, Title, Date) - Minutes approved by: (Name, Title, Date) - Board approval date: (If approved at subsequent meeting)
Appendices (list attachments referenced) - Appendix A: - Appendix B:
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally well-structured board minutes template that perfectly matches the FACTUAL/ORGANIZED tone requested. It goes beyond basic requirements to include governance best practices like quorum tracking, conflict declarations, and executive sessions. While comprehensive and professional, it feels somewhat generic and could have incorporated minor contextual elements specific to an education-focused nonprofit.
- • Perfectly executes the factual/organized tone with clear hierarchical structure, consistent formatting, and objective language throughout
- • Exceeds completeness requirements by including governance essentials like quorum verification, conflict of interest tracking, consent agenda, and executive session documentation
- • Highly practical with actionable fields (ID numbers, status tracking, exact vote tallies) that facilitate real-world use and compliance
- • Excellent attention to legal/compliance details including notice requirements, recusals, certification section, and appendices for documentation
- • Smart organizational choices like numbering resolutions, separating consent items, and providing space for both summaries and detailed attachments
- • Lacks any customization to the education/STEM nonprofit context—could have included fields relevant to teacher boards (e.g., district representation, educator-specific committee structures)
- • Somewhat formulaic and corporate-feeling; doesn't reflect the collaborative culture typical of professional associations or education nonprofits
- • May be overly comprehensive for a mid-size organization's regular meetings, potentially creating administrative burden without guidance on which sections are optional
Pacific Flyway Conservation Trust
Large, established environmental nonprofit headquartered in Seattle, protecting wetlands and migratory bird habitats across the West Coast. $40M+ budget supported by major donors, corporate partners in the outdoor industry, federal grants, and an endowment. Board includes conservation scientists, former agency heads, and philanthropists; work spans urban estuaries and rural refuges.
View scenario details
BOARD OF DIRECTORS MEETING MINUTES
Organization: [Name] Date: [YYYY‑MM‑DD] Time: [Start–End, Time Zone] Location: [Physical/Virtual + link] Meeting Type: [Regular/Special] Chair: [Name] Secretary/Minute Taker: [Name] Quorum: [Yes/No] Call to Order: [HH:MM]
Attendees (Directors) - [Name, Title] - [Name, Title]
Other Participants (Non‑Directors) - [Name, Role] - [Name, Role]
Absent - With regrets: [Names] - Absent: [Names]
Agenda - [Brief list or reference to circulated agenda]
Approval of Agenda - Motion: [Text] - Moved by: [Name] - Seconded by: [Name] - Vote: For [#], Against [#], Abstain [#] - Outcome: [Carried/Defeated]
Approval of Prior Minutes - Meeting date: [YYYY‑MM‑DD] - Corrections: [If any] - Motion/Vote/Outcome: [Details]
Key Discussion Points - Item [#]: [Topic] - Summary: [Concise factual notes] - Decisions (if any): [Text] - Item [#]: [Topic] - Summary: [Notes] - Decisions: [Text]
Votes and Resolutions - Resolution/Motion [ID or Title] - Text: [Exact wording] - Moved by: [Name] - Seconded by: [Name] - Vote: For [#], Against [#], Abstain [#], Recused [#] - Outcome: [Carried/Defeated] - Effective Date: [YYYY‑MM‑DD] - Responsible Party for Implementation: [Name/Role]
Action Items - [ID] [Action description] - Owner: [Name/Role] - Deadline: [YYYY‑MM‑DD] - [ID] [Action description] - Owner: [Name/Role] - Deadline: [YYYY‑MM‑DD]
Other Business - [Items]
Next Meeting - Date: [YYYY‑MM‑DD] - Time: [HH:MM, Time Zone] - Location: [Physical/Virtual + link] - Agenda submissions due by: [YYYY‑MM‑DD HH:MM]
Adjournment - Time: [HH:MM]
Attachments - [List filenames/links]
Prepared by - [Name], [Role], [Date]
Approval of Minutes - Approved by the Board on: [YYYY‑MM‑DD] - Chair: [Name/Signature] - Secretary: [Name/Signature]
AI Evaluation Details (Score: 9/10)
This is an exceptionally well-structured board minutes template that perfectly matches the FACTUAL/ORGANIZED tone requested. It includes all required elements with professional formatting appropriate for a large, established nonprofit like Pacific Flyway Conservation Trust. The template is comprehensive, legally sound, and immediately usable.
- • Excellent organizational structure with clear hierarchical sections that follow nonprofit governance best practices
- • Comprehensive coverage of all prompt requirements: attendees, absent members, votes/resolutions with detailed vote counts, key discussion points, action items with owners and deadlines, and next meeting details
- • Professional formatting with bracketed placeholders that make it easy to fill in actual information
- • Includes important governance elements beyond the basic requirements: quorum notation, recusal tracking, resolution effective dates, approval signatures, and attachments section
- • Perfectly matches the FACTUAL/ORGANIZED tone with formal language, precise formatting, and structured data fields
- • Legally appropriate with proper documentation of motions, votes, and approvals suitable for a $40M+ organization
- • Practical features like meeting ID, time zones, agenda submission deadlines, and responsible parties for implementation
- • Slightly generic in that it doesn't incorporate any conservation/environmental-specific elements that might be relevant to Pacific Flyway Conservation Trust (though this actually increases its versatility)
- • Could optionally include a 'Conflicts of Interest Declared' section, which is common for large nonprofits with corporate partnerships
Test Summary: Generated Nov 1, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.69/10 • Total validation cost: $0.1012