The Sample Board Meeting Minutes and Policies and Procedures (Samples) are available free to download and use as a guideline...
The sample meeting minutes below are generic and only a sample but will give a guideline for your minutes for your church board meetings.
Minutes not only provide an indispensable record of the deliberations in annual membership meetings, board meetings, and board committees, but they also offer a valuable history that reflects a prudent and responsible board.
Minutes can also protect the board from litigation or other administrative proceedings. Additionally, board minutes could very possibly be one of the first places the IRS and other oversight groups look during an audit so it is extremely important to accurately document all the important decisions or changes made during the meeting.
It is essential that a ministry/church develop policy and procedures to thoroughly document the proceedings of various corporate board meetings, including meetings conducted by conference call and Web conferencing. The policy and procedures should outline what meeting notes should include, who is responsible for taking them, and when and how they should be translated into the formal and official minutes.
Most importantly, make sure the church meeting minutes are accurate and are made crystal clear to the person(s) reading them to reflect your meeting, and the same goes for the church board meeting policy and procedures. You should update and review your church meeting policy and procedures if there are any changes, and if there are no changes still review them at least once a year. You do not want to find out your church meeting policy and procedures are not up to date during an IRS audit. Play it safe and do your updating now.
In many organizations or churches the secretary is given this responsibility of taking minutes along with additional review and signatory responsibilities. If you are a church secretary it is important to realize just how important it is to ensure the accuracy and clear minutes to reflect every church meeting whether it is a board meeting or any other type of church meeting.
You should follow your church guidelines (policy and procedures) for recording church board minutes but these samples below might help you if your just starting a new church, etc.Click on the link(s) to download the sample meeting minutes for your church board meetings below: