Month: August 2025

AGM Meeting Minutes

AGM Minutes Template: What to Include and Why It Matters

Posted on by Matt McEwan

AGM Minutes Template: What to Include and Why It Matters

Posted on by Matt McEwan

The annual general meeting (AGM) is perhaps the most important occasion in an organization’s calendar. As a professional body, homeowners’ association, or non-profit, your annual general meeting provides members with a complete picture of the last year and the future, through an overview of audited accounts, board elections, policy changes, discussions on future direction, and more.

AGM minutes serve as a legal record to confirm that the meeting took place, that motions were moved and passed, and that the elections complied with the relevant regulations. They also support the preparation of an annual report, ensuring the board’s achievements and financial transparency are documented for all stakeholders.

An effective AGM minutes template is more than a plus for the minute-taker, it’s a major benefit for the organization itself. Let’s work our way through what is included in a set of AGM minutes and why each item matters.

1. Meeting Details and Introductions

Start with basic information, such as the name of the organization, meeting type, date, time, and location (or medium for online meetings). Then, list the members at the head table—the chair, directors, and guests, such as the auditor or recording secretary.

Why it matters: Recording meeting minutes and key attendees verifies that the AGM was properly convened, ensures transparency for members, establishes continuity and accountability, and clarifies who presented reports or advised on governance.

2. Welcome and Opening Remarks

While not required by law, a welcome helps to set the tone for leadership in the meeting. The president typically gives the welcome and can incorporate an introduction of the chair or facilitator, as well as a thanks to those attending.

Why it matters: This provides transparency and organizational structure, most notably in larger associations where members may not be personally acquainted with leadership or the board.

3. Awards and Recognition (if applicable)

If your AGM includes recognition—service pins, volunteer awards, committee recognition—include these details in your minutes. List the types and names of the awards, as well as the winners or those recognized.

Why it matters: This not only shows respect but also serves as an official record for future internal use, including in future newsletters or governance reviews.

4. Quorum Confirmation and Call to Order

Note the number of members present (including proxies) and state whether quorum was reached as per the by-laws.

Why it matters: Accurate record-keeping prevents disputes and supports audit readiness.

5. Evidence of Notice

Confirm that notice was given in accordance with the by-laws and applicable legislation.

Why it matters: Recording due notice establishes that a valid meeting was convened and supports the legitimacy of all decisions made.

6. Adoption of the Agenda

Include an express motion that affirms the agenda was adopted (as given or as amended), and names the mover and seconder.

Why it matters: Adopting the agenda formally defines the scope for the meeting and ensures members agree on the meeting topics.

7. Approval of Previous AGM Minutes

The minutes from the previous AGM must be approved. If changes were made, be clear and precise about what was changed, even quoting the new and old text if necessary.

Example:
 “The last sentence in section 13.3(b) was changed to read as follows: ‘Motion defeated, with 39 in favour and 99 against.’”

Why it matters: This shows consistency between AGMs and confirms your organization’s records. Keeping thorough meeting minutes also helps track motions and discussions year after year.

8. Appointment of Scrutineers (for Elections)

Record those appointed to assist with ballot-counting and election oversight.

Why it matters: This provides transparency and ensures fairness and procedural integrity in elections.

9. Presentation and Approval of Financial Statements 

Summarize the auditor’s report and identify key questions and answers from those present. Record the motion to approve the financials.

Why it matters: This is arguably the most legally significant element of an AGM. Stakeholders require assurance that the organization’s finances have been independently reviewed and approved.

10. Appointment of the Auditor

Also, note the motion to appoint (or reappoint) the auditor for the upcoming fiscal year, along with the names of the mover and seconder.

Why it matters: The appointment of auditors is typically a requirement under local legislation or by-laws. Documenting this in writing ensures your organization is in compliance.

11. Budget Presentation and Approval

Capture the highlights of the draft budget presentation, the questions or concerns of those present, and the motion to adopt the budget.

Why it matters: This shows fiscal transparency and can prevent future confusion or disputes.

12. President’s and Committee Reports

Add a summary of the key updates on initiatives, new programs, office changes, or committee activity. This text doesn’t need to be captured verbatim; an overview of the highlights will suffice.

Why it matters: These reports show board accountability and evidence of how member fees and volunteer efforts are spent.

13. Revising By-laws

For by-law change votes, include:

  • A summarization of the proposed changes being voted on (if there are multiple)
  • Mention the background materials received in advance, the rationale for the changes, and the exact wording
  • The exact number of votes in favour and against, or the percentage of votes in favour, if available
  • A clear statement of whether the changes passed or failed

Why it matters: By-law amendments are an involved process with many steps that occur before the final vote. Documentation of the rationale, previous work, and the final tally can help resolve or defuse future challenges to by-law changes.

14. Elections

Elections should be divided into three sections:

  • Nominations (who was nominated or if nominations were made from the floor)
  • Motion to close the nominations
  • Election results (who was voted for and their term)

Why it matters: Conducting elections is a key component of an AGM. Accurate records strengthen the authority of the elected board and its members.

15. Q&A

Summarize comments or questions. There’s no need to record every line of discussion, just the issues raised and the replies given.

Why it matters: This shows the board is listening and responsive, and it also provides future boards with an understanding of any concerns raised over time.

16. Adjourn

Close the meeting with a motion to adjourn, noting the time, and who moved and seconded the motion.

17. Signatures and Disclaimer 

End your minutes with signature lines for two directors and a statement that the document is a summary, not a transcript.Why it matters: Signatures verify the minutes as official and help differentiate the final copy. The disclaimer protects against future challenges about discussions that may have been summarized or perceived to be omitted.

Last Lesson Learned: A Good Template Saves Time and Trouble 

Annual general meeting minutes are not an afterthought; they are an official governance document and the only formal record of what was agreed. A well-designed and carefully thought-out AGM minutes template is vital for the minute-taker and protects the board. If your AGM minutes are inconsistent or confusing, consider getting professional help. For many boards, outsourcing the preparation of minutes after each annual meeting ensures accuracy and peace of mind.

Minutes Solutions provides expertly written AGM minutes that are neutral, factual, and aligned with best practices. Let us handle the record-keeping while you focus on the decision-making.

Need help preparing professional AGM minutes? Let our experienced team manage the process for you by providing accurate, compliant, and prompt meeting minutes every time.

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Should Meeting Minutes Always Be Written Chronologically?

Posted on by Matt McEwan

Should Meeting Minutes Always Be Written Chronologically?

Posted on by Matt McEwan

A clear, well-organized agenda is a key component of a successful meeting. At Minutes Solutions, we recommend organizing your minutes by agenda order rather than following the strict chronological order of the meeting itself. This method produces clear, easy-to-review minutes that are simple to approve and fully compliant. For those who may be unconvinced, here’s why agenda-based minutes are our clear favourite.

Two Approaches to Meeting Minutes

When taking minutes, you can organize them in one of two ways: by agenda (Agenda-Based Organization) or in the chronological order of the meeting (Chronological Organization). Each approach offers advantages and shapes how easily participants can review and understand a meeting’s outcome.

Agenda-Based vs. Chronological

Agenda-Based Organization: This method groups all discussions under the agenda headings, regardless of when they occurred, making it ideal for formal governance.

Chronological Organization: You record the minutes in the exact order the discussions occurred. This approach, which is often used in informal workshops, training logs, or brainstorming sessions, captures every turn of the discussion as it happens.

The Benefits of Chronological Minutes

1. Accurate sequence: The meeting and all discussions are captured in the exact order they are discussed, even if the discussions are fragmented and topics are split across multiple sections.

2. Clear timing: By including time stamps, regulators and auditors can easily verify when each comment was made. However, this has the trade-off of making for significantly longer minutes and can make finding a final vote or motion require scanning the entire document.

3. Transparency in Decision-Making: Chronological minutes provide a clear trail of how discussions evolved, showing the context leading up to each decision. This makes it easier for stakeholders, regulators, or future board members to understand not just the outcome, but also the reasoning and deliberation behind it. 

The Benefits of Agenda-Based Minutes

1. Improved compliance: Minutes align directly with the items listed in the meeting notice, ensuring that you meet procedural standards.

2. Efficient review: Reviewers can locate decisions under familiar headings, reducing questions and revisions.

3. Consolidated records: All comments, motions, and outcomes for each topic are presented in one place for clear understanding.

Handling Off-Agenda Topics

But what happens when the meeting diverges from the agenda? Here are our recommendations for how to handle an unscheduled discussion:

1. Briefly note where it occurred. For example, add a line under the current heading, such as “Member asked about reserve funding.”

2. Utilize the new business or other business sections. Include the full details of the discussions and any motions or actions under these sections.

3. Include a time marker if required by the bylaws. You can do this by adding “At 3:07 p.m.” next to the entry to indicate the time of the discussion.

Additional Considerations

1. Regulatory requirements: Some organizations demand strict chronological records. Always check your governing documents.

2. Meeting type: Step‑by‑step records often come in handy for workshops, but formal committees, board meetings, and AGMs generally require agenda‑based precision.

3. Audience needs: Executives and legal reviewers need quick access to decisions, while operational teams sometimes require the detailed flow of the discussion.

4. Complex conversations: In debates that circle back and forth, cross-references (e.g., “See Other Business, item 3”) can be used to preserve clarity and can be used more efficiently in agenda-based minutes.

Best Practices for Minute Takers

1. Be prepared: Read the agenda and background materials thoroughly.

2. Match the agenda: Use the exact wording from the notice for your headings. 

3. Employ cross‑references: Direct readers to where subjects are also included in other sections. 

4. Check with the Chair: Before the meeting begins, confirm where off‑agenda items should be included.

Example in Practice 

Financial Report: The treasurer went through the last quarter’s numbers, and a Director asked about reserve funding. 

New Business: At 3:10 p.m., a Director asked about reserve funding. The Treasurer affirmed that current levels are adequate to meet policy and no additional assessments are being contemplated. 

Practical Application 

Agenda-based minutes are shorter and more convenient for review. By keeping your minutes consistent with the notice of meeting, you are certain of compliance, and decision‑tracking becomes more straightforward. Use clear headings, foresee and plan for unexpected matters, and confirm the placement of off-agenda items with your chair. The results are minutes that enable effective governance and informed decision‑making.

Want your minutes to be clear, structured, and legally sound? Our training sessions teach you how to organize and format minutes that meet best-practice standards.

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3 common minute-taking mistakes

3 Common Minute-Taking Mistakes

Posted on by Matt McEwan

3 Common Minute-Taking Mistakes

Posted on by Matt McEwan

Taking meeting minutes may appear to be a simple administrative task, but as anyone who has taken on this job knows, it is far from easy. When done properly, taking minutes doesn’t just create a record of events; it showcases the structure of the decision-making process, supports good governance, and keeps the team on the same page. Poorly taken minutes can cause real issues, such as legal complications, project or decision delays, and the loss of important information.

With years of experience training minute takers and reviewing our clients’ previous sets of minutes, we’ve become well-versed in not only identifying the most common mistakes but also in how to avoid them. The good news is that most of these problems are easy to fix once you know what to watch for.

Here are the three most common mistakes made when taking minutes, along with tips on how to avoid them.

1. Having decision-makers take the minutes

In smaller organizations, it’s not unusual for the chair or a senior team member to take the minutes, especially when resources are limited. It feels efficient, but in practice, it can create problems. If the person leading a meeting is also taking notes, it can be hard to stay neutral. There’s a natural tendency to write from your point of view, and it’s easy to miss something important while you are focused on speaking, not listening. Alternatively, there is always the danger of unintentionally leaving out the things you disagree with. 

These issues can directly affect the accuracy and value of the final minutes. 

Here’s what we advise instead:

1. Ask a neutral party to take the notes, ideally a professional third-party minute taker.

2. Give the minute taker enough time after the meeting to finalize the draft before distributing it.

3. Once the draft is complete, encourage a quick review process to ensure the clarity and accuracy of the notes while the information is still fresh in the minds of the participants.

Where employing a professional third party isn’t possible, having a template and structured review process will go a long way in keeping things accurate and objective. 

2. Recording opinions instead of decisions

This error might be the most common one exhibited by less-experienced minute takers: recording what people said rather than the details of the decision itself.

It’s easy to see how this happens, especially in a meeting where there’s a lot of discussion surrounding the decisions, or the discussion is long and heated. But it’s important to understand that good minutes are focused on outcomes, not the conversations that lead up to or follow them. Minutes need to record the final decisions of a conversation and a concise summary of any relevant context, not the conversation itself. 

For example:

  • James wanted to paint the lobby green, but Sarah said she hated green and that the green paint was too expensive.

Versus

  • Motion passed 5 – 2 to paint the lobby beige.

It was noted that beige was the only colour to perform well in the resident survey and be within the budget.

The second option provides significantly more clarity and information, including the final decision itself. It focuses on the end result and removes subjective opinions and arguments.

It’s also always important to keep your language simple and neutral. It’s helpful to avoid adjectives or persuasive language, except when there is a specific legal requirement to do so. Whether they are being reviewed a week or a year later, your minutes should help people understand the outcome of the meeting and the objective context behind important decisions.

3. Poor data storage practices

It’s not hard to imagine; you are so focused on the production of the minutes that you give too little thought to where or how to store them. However, the storage and ease of accessibility are just as important as writing the minutes themselves.

Depending on the jurisdiction, minutes may need to be kept for seven years or more; this isn’t just good practice, it’s also a legal requirement. Yet, even if it’s not a legal requirement, it’s important to give record storage careful consideration. People come and go, memories fade, and meeting formats can change. Without a reliable and well-thought-out storage system, it’s all too easy to lose meeting minutes and the record of the important decisions held within.  

Best practices for record keeping:

1. Store your minutes in a secure, digital location. Cloud platforms, especially those with version control and built-in backups, are a great option.

2. Use a consistent format or template that includes the date, attendees, agenda items, decisions, and action points.

3. Use a consistent file naming policy and label minutes according to sensitivity (e.g., Executive Session, Public, Confidential).

4. Define clear access policies. It is typically best to assign permissions based on roles or committees, not individuals.

Conclusion

Avoiding these common pitfalls by entrusting minute‑taking to a neutral party rather than a decision‑maker, focusing solely on concrete decisions instead of opinions, and implementing secure, organized records storage ensures that your minutes support transparent, actionable governance. 

The opportunity for mistakes spans the entire minute‑taking process: who writes them, how they’re written, and how they’re handled afterward. By deliberately addressing each area, your organization can produce accurate, reliable records that bolster accountability and compliance.