Board Meeting Minutes Example
Example document for Board Meeting Minutes. Use this as a reference when creating your own.
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Document: Board Meeting Minutes
Example Document
Last updated 7/30/2026
BOARD MEETING MINUTES
Company Name: Smith & Sons Plumbing Pty Ltd ACN: 123 456 789 Registered Office: 15 Trade Street, Brisbane, QLD 4000
Meeting Details:
- Date of Meeting: 15/06/2024
- Time of Meeting: 4:00 PM - 5:30 PM
- Location of Meeting: Head Office Boardroom
- Type of Meeting: Monthly Board Meeting
Attendance:
Present: John Smith (Chairperson) Sarah Jones (Director)
Apologies / Absent: None
Others Present: Mike Brown (Accountant)
1. OPENING THE MEETING
The meeting was declared open by John Smith at 4:00 PM as a quorum was present.
2. MINUTES OF THE PREVIOUS MEETING
- Reference: Minutes of the meeting held on 15/05/2024.
Resolution 1: THAT the minutes of the previous meeting be taken as read and confirmed as a true and correct record.
Moved by: John Smith Seconded by: Sarah Jones Outcome: Passed
3. BUSINESS ARISING FROM PREVIOUS MINUTES
- Workers Compensation Policy Renewal: The policy renewal was completed on schedule. The premium increased by 5%.
- Website Update: The new photo gallery has been uploaded to the company website.
4. DIRECTORS' REPORTS
- Managing Director Report: John reported that three large commercial projects are running behind schedule due to rain. He expects a recovery in Q3. Staff morale is high.
- Financial Report: Mike presented the profit and loss statement. Revenue for May was $150,000. Expenses were $110,000. Net profit was $40,000. Cash flow is sufficient for the next three months.
5. CORRESPONDENCE
- In: Letter from the ATO regarding a data matching request.
- Out: Reply sent to the ATO providing the requested documents.
6. MOTIONS AND RESOLUTIONS
Resolution 2: Purchase of New Ute THAT the company approves the purchase of a 2024 Ford Ranger from Brisbane City Motors for the amount of $65,000 including GST.
Moved by: John Smith Seconded by: Sarah Jones Outcome: Passed
Resolution 3: Director Fees THAT the board approves the payment of director fees to John Smith and Sarah Jones of $5,000 each for the June quarter, as per the shareholder agreement.
Moved by: Sarah Jones Seconded by: John Smith Outcome: Passed
7. OTHER BUSINESS
Sarah raised the issue of safety gear standards. She noted that some hard hats were showing wear. John agreed to inspect all gear next week.
8. DATE OF NEXT MEETING
It was resolved that the next board meeting be held on: Date: 15/07/2024 Time: 4:00 PM Location: Head Office Boardroom
9. CLOSING
There being no further business, the chairperson declared the meeting closed at 5:30 PM.
Signatures:
These minutes were confirmed as a true and correct record of the meeting.
Chairperson Signature John Smith 20/06/2024
Director Signature Sarah Jones 20/06/2024
Notes
Annotations:
- Specific Details: The example clearly identifies the company, attendees, and time. This is required for validity.
- Resolutions: Notice how the resolutions are phrased as formal statements starting with 'THAT'. This is the standard legal format for passing motions.
- Financial Context: The Directors' Reports section captures high-level operational and financial health without needing to attach the full ledger here, though those ledgers would be kept with the minutes.
- Signatures: The minutes are signed by both the chair and another director to verify accuracy.
About this Example
Part of the Board Meeting Minutes document collection
Document Type
Board Meeting Minutes
An official written record of what happened during a board meeting. It records decisions made and actions to be taken by the company.