Skip to content

Meeting minutes

Minutes are the official record of decisions and actions agreed at meetings. The Secretary maintains this record as a legal document.

What to record

  • Date, time, and location of meeting
  • Members present and absent (with apologies)
  • Agenda items discussed in order
  • Decisions made and voting outcomes (numbers for/against/abstain)
  • Action items with owners and deadlines
  • Date of next meeting
  • Secretary and Chair signatures (or approval)

Meeting minutes template

# BPNZ Committee Meeting Minutes [YYYYMM]

**Meeting Type:** Monthly
**Date & Time:** [Day], [Date] [Month] [Year], [Time] NZST
**Location:** Google Meet — [link]
**Present:** [names]
**Apologies:** [names]
**Absent:** [names]

## Previous Minutes

**Meeting Date:** [date]
**Approved by:** [name]

## Agenda

| Item | Presenter | Time |
|------|-----------|------|
| [item] | [name] | [time] |

## Action Updates

**Action [#] — [description]:** [status and updates]

## Reports

### Chair's Report
[summary]

### Treasurer's Report
[summary]

### Subcommittee Reports
[list each subcommittee with updates]

## Discussion Items

**[Topic]**
Decision: [what was decided]
Responsible: [who]

## General Business

[any additional items]

## Action Register

| # | Action | Responsible | Created | Status |
|---|--------|-------------|---------|--------|
| [#] | [description] | [name] | [date] | [status] |

## Next Meeting

**Date:** [date]
**Time:** [time]

## Sign-Off

**Minutes Prepared By:** [name]
**Approved By:** [name]
**Date Approved:** [date]

Process

  1. Meeting recorded via Google Meet with auto-transcription enabled
  2. Secretary (or designate) prepares minutes from meeting notes and transcript
  3. Draft circulated to committee for review and feedback within 5 working days
  4. Address feedback and produce final version
  5. Minutes approved at next meeting
  6. Approved minutes stored in [location TBC]

Important

  • Informal coordination via Signal and ad-hoc email is NOT recorded in official minutes
  • Only formal decisions made in committee meetings are documented
  • Transcript is a working document; only approved minutes are the official record
  • Minutes retained indefinitely (legal requirement under ISA 2022)