Board & Committee Minutes

Minutes are the legal record of board and committee decisions. They must be:

• Approved at the next meeting of the same body
• Stored permanently
• Available to members on request (with sensitive personnel matters redacted)

Naming convention

YYYY-MM-DD-{body}-minutes.md

Examples:

• 2026-06-12-board-minutes.md
• 2026-06-19-finance-committee-minutes.md
• 2026-10-15-agm-minutes.md

Minimum contents

Every minutes file should include:

1. Date, time, location (or platform)
2. Attendees and absences
3. Quorum confirmation
4. Approval of prior minutes
5. Each motion: text, mover, seconder, vote count, outcome
6. Conflict-of-interest disclosures and recusals
7. Action items with owners and due dates
8. Adjournment time
9. Signature line for Secretary