Effective minute-taking is more than just creating a record of who said what at your meeting — it is an important cornerstone of good governance practice for your not-for-profit (NFP) organisation. Accurate, timely, and well-organised meeting minutes can help demonstrate transparency and accountability, protect the organisation and its Board members, and create a written history of the organisation’s business and deliberations.
So, whether you’re a volunteer Secretary with your local community group, or an experienced governance professional sitting on Boards of larger NFPs, understanding how to record minutes effectively and efficiently, and knowing what to do with them afterwards, is an essential skill to develop.
Why Minute-Taking Matters
Meeting minutes are important for a variety of reasons:
1. They are a Legal Record: Minutes can be used as legal evidence of decisions made and actions approved. They may be needed in audits, disputes, or regulatory reviews.
2. For Transparency and Accountability: Minutes can help keep stakeholders informed and demonstrate that decisions are made ethically and in line with the organisation’s Values and Mission.
3. For Continuity and Follow-Up: Minutes create a record for future reference, helping people to follow-up on actions and decisions, and keeping new members or those who weren’t in attendance informed.
Legal Requirements for Australian NFPs
Under a variety of Australian laws, not-for-profits must keep written records of meetings, particularly Board or Management Committee meetings.
For registered charities, the Australian Charities and Not-for-profits Commission (ACNC) says:
“Registered charities must keep records that correctly record and explain their operations and enable true and fair financial statements to be prepared and audited if required.”
For incorporated associations, specific requirements vary by state and territory, but they are generally quite similar. For example:
– In NSW: Associations must keep minutes of all committee and general meetings (Associations Incorporation Act 2009).
– In Victoria: Incorporated associations must keep minutes of general meetings and committee meetings for at least three years (Associations Incorporation Reform Act 2012).
– If your NFP is a Company Limited by Guarantee, section 251A of the Corporations Act 2001 requires meeting minutes to be recorded within one month and kept for at least five years.
What to Include in Meeting Minutes
Good minutes strike a balance between too much detail and too little, so focus on capturing decisions made and actions to be taken, and not creating a verbatim transcript.
A typical minute structure could include:
1. Meeting Details i.e.
– Name of organisation
– Type of meeting (e.g. Board Meeting, AGM)
– Date, time, and location
– Names of attendees and apologies
– Confirmation of quorum
– Review of the Register of Interests for any potential conflicts which may arise during the upcoming meeting
2. Approval of Previous Minutes
– Note whether the previous minutes were accepted and if amendments were made
3. Matters Arising
– Updates or follow-ups on previous action items
4. Agenda Items
– Summary of discussion (key points only)
– Any decisions or resolutions made (with motion, mover, seconder, outcome)
– Assigned actions, responsibilities, and deadlines
5. Other Business
– Note any other matters discussed that weren’t on the agenda
6. Next Meeting
– Date and time of the next meeting.
7. Meeting Closure
– Time the meeting closed
Increasingly I am also seeing proactive Boards including an item at the end of the meeting about meeting effectiveness, where one of the attendees reports on their observation of how well the meeting was conducted, and highlights any opportunities for improvement in the future.
Roles and Responsibilities
The Secretary is usually responsible for taking and distributing minutes, but this can be delegated to a staff member or volunteer. Regardless of who takes them, minutes should be:
1. Drafted ASAP after the meeting
2. Reviewed and approved by the Chair – ASAP after being drafted
3. Distributed to attendees ahead of the next meeting- I would say no more that a week after the meeting, especially if you are meeting monthly
4. Formally accepted at the following meeting
5. Stored securely and backed up, whether electronically or in hard copy.
Common Pitfalls and How to Avoid Them
– Too much detail or verbatim transcripts…Focus on key decisions and action items only
– Omitting who is responsible for tasks…Clearly assign actions to individuals or roles
– Failing to follow up on action items…Use a running action register and review it at each meeting
– Inconsistent formatting or structure…Use a standard template for every meeting
– Delays in drafting or approval…Set clear timelines for minute review and circulation
Great Tools and Templates
There are many tools and templates available to help our organisations create better minutes, including:
– The ACNC’s Governance Toolkit – Offers sample minutes, Board templates and more
– Justice Connect – Not-for-profit Law – Provides loads of practical templates and legal guidance
– Our Community – Offers board governance templates, books and other great resources
Some Minute-Taking Tips for Success
1. Prepare Beforehand: Review the agenda and prior minutes in advance.
2. Listen Actively: Focus on decisions, motions, and action items, not every word.
3. Clarify When Unsure: Don’t hesitate to ask the Chair to clarify a decision.
4. Use Action Verbs: Clearly define what needs to happen and who will do it.
5. Stay Neutral: Avoid subjective or emotional language — stick to facts.
At the end of the day…
Good minute-taking is both a key governance skill and a legal requirement, and for our not-for-profits it plays a vital role in ensuring transparency, accountability, and organisational continuity. With a consistent process in place, a clear format to follow, and the right tools in your toolkit to support you, your Board or committee can turn its meeting minutes into a powerful governance asset and a vital record of the way you work to make a difference in the world.
If you think I can help your not-for-profit to improve your minute-taking or other important governance practices, in order to better support your vision, mission, purpose and values, do get in touch with me at megan@mjbconsulting.net.au, or book in a zoom Discovery Call with me HERE to talk about what you need.
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