Meeting Minutes Template

General Rules and Definitions

The goal of the meeting should be to receive reports, pass motions, hold elections.

• Agenda items should be turned in to the secretary no later than 7 days (i.e. 7pm the previous Thursday) before the meeting is to take place.
• Secretary to provide agenda to board 96 hours prior to the meeting
• During this time frame board members have the opportunity to construct amendments to be added to the agenda as well as allow members and board members to familiarize themselves with the topics at hand.
• Post meeting times and agenda physically on the door 24 hours before the meeting.
• Meetings start and stop on time.
• There are three primary rolls that need to be fulfilled for the meetings:

Chairman: To Keep The Meeting Running Smoothly
Secretary: Take Meeting Minutes and Ensure The Resolutions are Worded Without Later Problems of Interpretation
Time Keeper: Time the Meeting and People Speaking To Ensure We Complete on Time

• Idle chit chat and extended discussion should be tabled by the chairman to ensure the meeting gets done on time and we hit every topic.
• Votes and who voted for what needs to be documented.
• Minutes typically signed by the champion and secretary and approved by the board(for example avoid pay *insert office here* a million dollar silliness)
• There should be a board meeting minute sanitation process(to ensure that minutes are legible outside of context)
• Amendments should be sent in prior to the meeting to ensure clarity and understanding of the amendment as well as ensure the meeting time ends on time.
• If amendments to motions are given during a meeting they are restated by the Secretary as written to ensure clarity and ease later sanitation.
• In the event of a tie the Chairman will start another round of discussion to help resolve the issue. If no quorum can be found the motion will be tabled until the following meeting.

Definitions

• Motion: Any official action to be enacted by the board. These must be submitted to the secretary 7 days prior to the official board meeting.
  
• Amendment: Any modifcation to a motion. These can be submitted to the secretary 3 days before the meeting.
  
• Committee: A committee entails an officer of the board electing to create a specialty group focused on a particular task along with other members and/or volunteers. These can be formed ad-hoc.
  

Time Frame
Motions and committee report requests must be submitted to the secretary 7 days prior to the meeting. (Thursday, midnight)
Secretary to email out agenda Monday by midnight and post in space no later than 24 hours prior to board meeting.
Amendments can be emailed to secretary up until the motion comes to vote.

Agenda Heading

HeatSync Labs Non-Profit Organization
Board of Administration
Open Session
Day of Month, Year
7:00p.m. to 8:30p.m.

Location:
Gangplank
260 S. Arizona Avenue 
Chandler, AZ 85225 

Board Members(Alphabetical by Last Name):
Will Bradley
Jose Diaz
David Huerta
Jeremy Leung
Jacob Rosenthal
Matt Shepard
Joyce Tang
Andrea Young

A reminder, all issues for consideration must be provided to the Secretary in written form at least 7 days prior to the necessary posting date for that meeting.
Any written materials distributed to the Board in connection with this agenda will be made available at the meeting location located at the address at or 
just prior to the meeting.

Call to Order and Roll Call

Members Present:
Members Late:
Members Absent:

Approval of Last Meetings Minutes

Approval of the Day of Month, Year Meeting Minutes. Vote: Does anyone object to unanimous consent?

Comments From Members

At this time Members whose dues are in good and current standing shall have an opportunity to comment on any item relevant to the subject matter jurisdiction of the Board. This opportunity is non-transferable and speakers are limited to a single one (1) minute comment. Members have the option of presenting a special report to the board based on an agenda item but this special report should be turned in to the secretary during the 7 days prior to the meeting and will be included at the Secretary's discretion time permitting.

Director Report

Each board member has 2 minutes to report on the status of their office which may be extended per request and at the Secretary's discretion per time permitting. Please email details of this report to the secretary if relevant to aid in meeting minute note taking.

Champion:

Secretary:

Treasurer:

Resource Director:

Marketing/PR:

Editor:

IT:

Financial Report

Done Quarterly and presented by the Treasurer - Can announce our current financial status for reference if relevant to a Proposal/Motion

Old Business

Committees that promised during a previous meeting to present information for the board, motions postponed to a certain date or indefinitely, etc.

1. First and Last Name of Person Presenting - Summary of Old Business
Presenter has the floor to present on an update.

New Business

1. First Last Name of Person Making Motion - Motion submitted to Secretary prior to the meeting and added to the agenda.

• Person making the motion will speak first.
• Is there anyone who would like to discuss the motion?
• If yes each person willing to discuss the motion will have 1 minute for discussion.
• During discussion amendments can be proposed. Amendments must be seconded.
• Amendments not turned in prior to the meeting should be written down and provided to the Secretary. The secretary must restate the amendment to ensure everyone is clear as to what they will be voting on.

Vote for Amendment of Original Motion: List of Names for Yay or Nay(All in favor raise their hand. All opposed raise your hand).
Amendment of Original Motion Voting Result: Pass, Fail, Or Unanimously Passed

Vote for Amended or Final Motion: List of Names for Yay or Nay(All in favor raise their hand. All opposed raise your hand).
Result: Pass, Fail, Or Unanimously Passed

2. Follow the same structure as motion number one.

In the event that it appears that there is not enough time to get the meeting completed in the allotted time someone can motion to extend the meeting.
Vote: To Extend Meeting - Unanimously Passed to extend until *time*

Adjournment

To end a meeting you move to adjourn.

• Does anyone object to unanimous consent?
• If no than end the meeting if yes than everyone has 1 min to discuss where a board member can move to exted.
• You can't run late unless there is a motion to extend the meeting like above.