AGM minutes template

AGM minutes are the legal memory of your association's most important meeting. If a decision is challenged, a grant acquittal is audited, or the regulator asks questions, the minutes are what you produce. This template covers every element an AGM minute should contain.

1. Meeting details

Association name and registration number · meeting type (Annual General Meeting) · date, time and place (or the platform used, for online meetings) · who chaired.

2. Attendance and quorum

Names of members present, apologies, and proxies (if your rules allow them). Record the quorum requirement from your constitution and note explicitly that it was met — "23 members present; quorum of 15 achieved". Resolutions passed without quorum are open to challenge.

3. Minutes of the previous AGM

A motion to accept the previous AGM's minutes as a true and accurate record, with mover, seconder, and outcome.

4. Reports

Presentation of the annual report and the financial statements, and the motion to receive/adopt them. If your association requires review or audit, record who conducted it.

5. Election of office holders

For each position (president, secretary, treasurer, committee members): nominees, the method of election, and the result. Note when a position was filled unopposed. Record the incoming committee in full — the regulator's annual statement will ask for it.

6. Motions and resolutions

For every motion: the exact text as put, mover and seconder, the vote (for / against / abstain), and whether it passed or failed. Special resolutions (e.g. rule changes) need the required special majority — record the count, not just "carried".

7. Other business and close

General business items raised, and the time the meeting closed.

8. Sign-off

Minutes are confirmed at the next meeting and signed by the chair. Until confirmed, they are a draft — mark them as such.

General information, not legal advice — requirements vary by jurisdiction and by your association's own rules.