booster club meeting minutes template

2 min read 03-02-2025

Running a successful booster club requires meticulous organization, and a key component of that is maintaining accurate and comprehensive meeting minutes. These minutes serve as a record of decisions made, actions taken, and future plans, ensuring transparency and accountability within your organization. This template provides a structured approach to recording your booster club meetings, helping you create effective minutes that are both informative and easily accessible.

I. Meeting Information

Club Name: [Insert Booster Club Name Here]
Date: [Date of Meeting]
Time: [Time of Meeting]
Location: [Location of Meeting]
Attendees: [List all attendees, including names and titles if applicable. Note any absences of key members.]
Absent Members: [List any absent members]

II. Approval of Previous Minutes

Motion: [Record the motion to approve the previous minutes, including the name of the member who made the motion.]
Seconder: [Record the name of the member who seconded the motion.]
Vote: [Record the results of the vote – e.g., unanimously approved, approved with one abstention, etc.]

III. Treasurer's Report

Report Summary: [A brief overview of the current financial status of the booster club. Include key figures like balance, income, expenses, and outstanding obligations. Consider including a separate, more detailed financial report as an appendix if necessary.]
Discussion: [Record any discussion points related to the treasurer’s report, including questions, concerns, or proposed budget adjustments.]
Action Items: [List any actions needed regarding the financial report, such as budget approval or further review.]

IV. Old Business

Item 1: [Clearly state the topic. Include a brief summary of the issue, actions taken, and current status.]
Item 2: [Repeat the format above for each item of old business.]
Item 3: [Repeat the format above for each item of old business.]

V. New Business

Item 1: [Clearly state the topic. Include discussion points, decisions made, and assigned responsibilities (if applicable). Specify action items with deadlines and responsible parties.]
Item 2: [Repeat the format above for each item of new business.]
Item 3: [Repeat the format above for each item of new business.]

VI. Announcements

[Include any relevant announcements from members, such as upcoming events, volunteer opportunities, or important deadlines.]

VII. Adjournment

Time: [Record the time the meeting was adjourned.]
Motion: [Record the motion to adjourn, including the name of the member who made the motion.]
Seconder: [Record the name of the member who seconded the motion.]

VIII. Minutes Prepared By:

[Name of person preparing the minutes]

Tips for Effective Meeting Minutes:

Accuracy: Ensure all information recorded is accurate and reflects the discussion and decisions made.
Clarity: Use concise and straightforward language. Avoid jargon or overly technical terms.
Objectivity: Record facts and avoid personal opinions or biases.
Conciseness: Keep the minutes focused on key information and avoid unnecessary details.
Accessibility: Store the minutes in a secure and easily accessible location for all members.
Distribution: Distribute the approved minutes to all members in a timely manner.

By using this template and following these tips, your booster club can maintain effective records that contribute to its smooth operation and overall success. Remember to adapt this template to fit your club's specific needs and preferences. The key is consistency and clear communication.