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Sample of Board Meeting Minutes Name of Organization

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Sample of Board Meeting Minutes
Name of Organization
(Board Meeting Minutes: Month Day, Year)
(time and location)

Board Members:
Present: Bhata Bhatacharia, Jon White Bear, Douglas Carver, Elizabeth Drucker, Pat Kyumoto, Jack Porter, Mary Rifkin and Leslie Zevon
Absent: Melissa Johnson
Quorum present? Yes

Others Present:
Exec. Director: Sheila Swanson
Other: Susan Johns, Consulting Accountant

· Meeting called to order at 7:00 p.m. by Chair, Elizabeth Drucker
· (Last month's) meeting minutes were amended and approved

· Chief Executive's Report:
- Recommends that if we not able to find a new facility by the end of this month, the organization should stay where in the current location over the winter. After brief discussion, Board agreed.
- Staff member, Jackson Browne, and Swanson attended the National Practitioner's Network meeting in Atlanta last month and gave a brief extemporaneous presentation. Both are invited back next year to give a longer presentation about our organization. After brief discussion, Board congratulated Swanson and asked her to pass on their congratulations to Browne as well.
- Drucker asserts that our organization must ensure its name is associated with whatever materials are distributed at that practitioner's meeting next year. The organization should generate revenues where possible from the materials, too.
- Swanson mentioned that staff member, Sheila Anderson's husband is ill and in the hospital. MOTION to send a gift to Anderson's husband, expressing the organization's sympathy and support; seconded and passed.

· Finance Committee report provided by Chair, Elizabeth Drucker:
- Drucker explained that consultant, Susan Johns, reviewed the organization's bookkeeping procedures and found them to be satisfactory, in preparation for the upcoming yearly financial audit. Funds recommends that our company ensure the auditor provides a management letter along with the audit financial report.
· - Drucker reviewed highlights, trends and issues from the balance sheet, income statement and cash flow statement. Issues include that high accounts receivables require Finance Committee attention to policies and procedures to ensure our organization receives more payments on time. After brief discussion of the issues and suggestions about how to ensure receiving payments on time, MOTION to accept financial statements; seconded and passed.

· Board Development Committee's report provided by Chair, Douglas Carver:
- Carver reminded the Board of the scheduled retreat coming up in three months, and provided a drafted retreat schedule for board review. MOTION to accept the retreat agenda; seconded and passed.
- Carver presented members with a draft of the reworded By-laws paragraph that would allow members to conduct actions over electronic mail. Carver suggested review and a resolution to change the By-laws accordingly. Kyumoto suggested that Swanson first seek legal counsel to verify if the proposed change is consistent with state statute. Swanson agreed to accept this action and notify members of the outcome in the next Board meeting.

· ^ Other business:
- Porter noted that he was working with staff member, Jacob Smith, to help develop an information management systems plan, and that two weeks ago he (Porter) had mailed members three resumes from consultants to help with the plan. In the mailing, Porter asked members for their opinions to help select a consultant. Porter asked members for their opinions. (NOTE: Zevon noted that she was also a computer consultant and was concerned about conflict of interest in her Board role regarding this selection, and asked to be ABSTAINED from this selection. Members agreed.) The majority of members agreed on Lease-or-Buy Consultants. MOTION to use Lease-or-Buy Consultants; seconded and passed.
- Swanson announced that she had recently hired a new secretary, Karla Writewell.

· ^ Assessment of the Meeting:
- Kyumoto noted that the past three meetings have run over the intended two-hour time slot by half an hour. He asked members to be more mindful and focused during discussions, and suggested that the Board Development Chair take an action to identify solutions to this issue. Chair, Carver, agreed.

· Meeting adjourned at 9:30 p.m.
· Minutes submitted by Secretary, Bhata Bhatacharia.


Record the meeting minutes of a meeting with this template for Word; it features sections for general meeting information and individual agenda topics.


Meeting Title


[Meeting Date]

[Meeting Time]

[Meeting Location]

Meeting called by

^ Type of meeting


^ Note taker




Agenda topics

[Time allotted]

[Agenda topic]




^ Action items

Person responsible


[Time allotted]

[Agenda topic]




^ Action items

Person responsible


[Time allotted]

[Agenda topic]




^ Action items

Person responsible


[Time allotted]

[Agenda topic]




^ Action items

Person responsible


[Time allotted]

[Agenda topic]




^ Action items

Person responsible



Resource persons

Special notes


Write Follow Up Letters

1. Set the foundation for follow up while you’re talking. Follow up starts when the conversation starts. As you’re talking, be looking for something to say in your follow up. As soon as it hits you, make a note of it on the back of their card. You can find something in common — a topic of interest, whether personal or professional – or listen for what they may need help with. Then, in your follow up, you offer an idea, a contact or some other resource.

^ 2. Follow up right away to build on the momentum of the conversation, of your freshness in their mind. If too much time passes before you follow up, the conversation may slip into the recesses of their mind or blur with that of someone else they met recently. If you wait, it won’t have as strong of an impact. Do it the next day if possible, or at the very least, sometime before the week is out.

^ 3. Use persuasive copywriting in your follow up. Strive to incorporate persuasion in ALL of your communications. That includes your follow up because follow up is about promoting your services to anyone and everyone you come into contact with.

The most effective follow up highlights the benefits of working with you. For example, here’s a follow up message I sent to a writer I met at a meeting:

Hi Tom, great to meet you at the meeting last week.

I am confident I can help you create a plan to get your new business off the ground. The Marketing Mentor program would be an effective way to do that because it provides the three things you need most at this point in your business:

  • A plan – together we will create a marketing plan that is tailored to your needs and your most lucrative target market.

  • Accountability – I will keep you on track with our weekly phone calls so your marketing doesn’t get put on the back burner, eliminating the Feast or Famine Syndrome forever.

  • Objective feedback – my 18 years of experience helping people just like you promote their services means you won’t waste time and money making beginner’s mistakes.

I’ll call you next week to continue the conversation but in the meantime, you’ll receive my free email newsletter, Quick Tips from Marketing Mentor. Here’s what another writer said about it: “Your online newsletter is absolutely terrific. You combine extremely valuable content with style and personality. Fabulous job!”

Follow this simple formula — state what you can do with confidence, list 3 or more things they’ll get and the benefits of each, then close with a testimonial and a way to keep in touch — and your networking efforts will be the foundation for a healthy business that brings you more work and more clients than you ever imagined.

Example One - You've met with a prospect, but no work is assigned.

Dear Prospect:

I'd like to thank you for your time and consideration in our meeting last Monday. I enjoyed meeting you and discussing possible assignments with (insert name of company or person here).

As a (insert your service), my goal is to enhance your business and make your life easier. I can provide you with professional (insert your service) of the best quality.

Note: Use this paragraph to remind the prospect of what you do, how good you are, and how they can benefit from your services. Elaborate on your skills.

I welcome the opportunity to contribute to your efforts and am confident that I will provide quality service. Thanks again, and I hope to work with you soon.

Skills work

^ 1 Read the following four emails (A–D) and write the correct letter(s) next to the explanatory sentences (1–7).

Which email(s)…

1 is a request for a list of completed aims? ________

2 is about a meeting for company shareholders? ________

3 is about a meeting for sharing ideas? ________

4 are about staff development? ________

5 is sent to more than one person? ________

6 have an attachment? ________

7 mentions booking accommodation? ________


To All Delta International Centre Owners

From Uwe Timm Managing Director

Subject AGM

Dear colleagues,

I trust you are all well. Please fi nd herewith a brief note for your diaries. I detail below the latest information about this year’s Delta International Annual General Meeting.

Date and Time: 12th November 10.00 to 16.00

Venue: Four Seasons Hotel Prague

We have negotiated special rates for Delta International delegates, including family members. Please make all bookings through my PA Barbara Koenig, who can provide further information. As in previous years, I would advise making an early reservation to ensure accommodation.

I will send an agenda and details of the social programme nearer the time. I look forward to seeing you and your families again in the near future.

With best regards.

Yours sincerely,

Uwe Timm



^ From

Subject Software Training

Dear Jenny,

It was good to speak the other day. I think we covered a lot of ground in a short time.

As discussed, I and one of our engineers will lead the training day for your designers using our new publishing software.

I’ll send copies of the software next week with some initial tasks for the designers to try out before the day. I look forward to seeing you on the 15th July.

Best wishes,

Tom Buddell, Softecco



^ From Uwe Timm

Subject Appraisal meeting

Attachment Appraisal document

Hello Jenny,

I finally got round to writing to you. Sorry for the long delay. I have really been snowed under over the last few days.

Anyway, better late than never! OK, down to business.

Can you send me a summary of objectives you have achieved over the last year for our meeting next week, plus any areas you’ve identifi ed for your own training needs? I’ve attached a copy of the appraisal document for your perusal.

See you on Thursday.

Cheers for now,



To Uwe Timm


Subject Brainstorming meeting

Attachment Competitors’ websites

Hi Uwe,

I’m looking forward to our meeting next week. I’m pleased that we’ve set aside time to discuss the website.

Please fi nd attached a list of the features of some of our competitors. I thought it would be a good starting point for our brainstorming meeting.

All the best,


^ Read these people’s ideas about writing emails. Then complete sentences 1–6 below with the first name of the correct person.

I think it’s really important to write a short but very clear message in the subject line. That way the reader gets the key point of your message the moment he opens the mail. It also means that the reader can quickly fi nd the mail again if necessary.

Some people leave the subject line blank. That’s not very professional in my opinion.

Tony Davey

In my opinion the most important thing is to be as brief as possible. It’s good as well if the reader can reply with just yes or no answers. So I never write questions like: ‘Can you give me an idea of what you think about possible dates?’ I always write short questions like: ‘How about Friday at 9am for the meeting?’

Jeremy Rooster

For me the most important thing is to make the text easy to read. I use headings and a very clear font. I also underline key words or phrases. It’s important as well to use paragraphs to separate key points. I also think that it’s better and clearer if an email only deals with one main point.

Olga Birch

I like to make my emails fun – even the business ones. I write in a chatty way as if I were speaking to the person. I also use lots of symbols to liven things up a bit. For example: ‘That was a great idea! ’ I sometimes write key words in capital

letters, but I know that annoys some people.

Salina Crouch

I think a lot of people send emails without checking them fi rst. This can lead to problems and some very embarrassing situations. I always proofread what I’ve written and always have one last look before I press the ‘send’ button. I also think

that it’s important not to send an email if the message is very private, because it’s easy for the person receiving it to forward it to somebody else by mistake. Also, if you forward an email I think it’s essential to give a reason why you’re forwarding.

Marmen Hofmeister

1 ________ likes emails to be like informal conversations.

2 ________ likes to write very short emails.

3 ________ likes to use lots of emoticons in emails to liven them up.

4 ________ likes to have a very clear layout that is easy to read quickly.

5 ________ likes to make sure that the subject of the email jumps off the page.

6 ________ likes to read through emails very carefully to check for mistakes before sending them.

Now write your views about emails, using the comments as a model.




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