How to Record Board Meeting Minutes in Canada with a Sample Template

Recording board meeting minutes is important for organizations, especially charities and nonprofits in Canada. These minutes are official records of what was discussed and decided during meetings. Keeping clear and accurate minutes helps ensure everyone knows what’s happening, promotes accountability, and meets legal requirements. In this article, we’ll go over the best practices for recording board meeting minutes and provide a simple template you can use.

Why Are Board Meeting Minutes Important?

Board meeting minutes are essential for several reasons:

1. Following the Law: In Canada, organizations must keep accurate meeting records according to the Canada Not-for-Profit Corporations Act. Having proper minutes protects your organization from legal problems.
2. Being Open and Honest: Minutes show what was talked about and what decisions were made. This is important for members and donors who want to know how the organization is run.
3. Keeping a Record: Good minutes act as a historical record, allowing future boards to look back at past discussions and decisions.

What to Include in Meeting Minutes

To write effective board meeting minutes, be sure to include these key parts:

• Basic Information:
  • Date: When the meeting took place.
  • Time: Start and end times.
  • Location: Where the meeting was held.
  • Attendees: List who was present and who was absent.
• Approval of Previous Minutes: Note whether the minutes from the last meeting were approved and any changes that were made.
• Agenda Items: Clearly list the topics discussed during the meeting.
• Decisions and Actions: Write down what decisions were made and who is responsible for each task, along with any deadlines.
• Discussion Points: Summarize the main points of discussion without getting into too much detail.
• Next Steps: Outline what needs to be done next and any upcoming meetings.
• Signature: Include a line for the chairperson or secretary to sign, showing the minutes are approved.

Tips for Writing Clear and Simple Minutes

1. Use Simple Language: Write in easy-to-understand words, avoiding complicated terms unless necessary.
2. Stay Neutral: Record what was said without adding personal opinions. Use objective language.
3. Keep It Short: Make sure the minutes are brief and focus on the important information.
4. Use Bullet Points: Organize information using bullet points or numbered lists to make it easy to read.
5. Write Quickly: Draft the minutes soon after the meeting so you remember the details clearly.
6. Check for Mistakes: Review the minutes for clarity and correctness before sharing them.

How to Share Meeting Minutes

1. Send Them Out Quickly: Share the minutes with all board members soon after the meeting ends.
2. Be Careful with Sensitive Information: Make sure not to share any private details when sending out the minutes.
3. Choose the Right Format: You can email the minutes or use collaboration tools for easier access.

Writing clear and effective board meeting minutes is essential for accountability, transparency, and following the law in Canadian charities and nonprofits. By following these best practices and using the provided template, you can ensure your minutes are clear and accurate. Properly documented minutes help your organization run smoothly and successfully. Start using these practices in your next board meeting to see the benefits!

Sample Template for Meeting Minutes

Here’s a simple template you can use for your board meeting minutes.

[Organization Name]

Board Meeting Minutes

Date: [Insert date]

Time: [Insert start time] - [Insert end time]

Location: [Insert location]

Attendees:

• [Name, Title]
• [Name, Title]
• [Name, Title]
• [Name, Title]

Absentees:

• [Name, Title]
• [Name, Title]

1. Call to Order

The meeting was called to order by [Chairperson’s Name] at [Insert time].

2. Approval of Previous Minutes

The minutes from the last meeting on [Insert date] were reviewed and approved with the following changes:

• [List changes if any]

3. Agenda Items

3.1 [Agenda Item Title]

• Discussion: [Summarize key points]
• Decision: [State the decision]
• Action: [List any tasks and who is responsible]

3.2 [Agenda Item Title]

• Discussion: [Summarize key points]
• Decision: [State the decision]
• Action: [List any tasks and who is responsible]

4. Next Steps

• [List upcoming tasks and deadlines]

5. Adjournment

The meeting was adjourned at [Insert time].

Signature:

[Chairperson’s Name, Title]

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For experienced legal assistance with charity legal questions in Toronto, Markham, across Ontario or Canada, contact B.I.G. Charity Law Group. Our knowledgeable Charity and Nonprofit lawyers are here to guide you through every step of the charity registration process, governance and compliance with CRA policies, ensuring your charity is legally established and compliant with all regulations.