Board minutes template for a registered charity
A registered charity is accountable to its members and to the public for how it is governed. Clear minutes of board or committee meetings are part of that accountability. They show that the responsible persons considered matters properly, disclosed conflicts, and made decisions in the charity's interests. Charities take many legal forms, so the exact statutory framework varies, but the practice of keeping good minutes is consistent across them.
What the minutes record
Charity minutes record the date, time, and place; who attended and who sent apologies; confirmation of a quorum under the rules or constitution; conflicts of interest disclosed; the matters considered; and the resolutions passed. Where the charity is a company limited by guarantee, the Corporations Act framework applies, including the conflict rules for the relevant company type. Where it is an incorporated association, the rules of the association and the relevant state Act apply. The minutes should reflect the framework the charity operates under.
Conflicts and the ACNC Governance Standards
Governance Standard 5 sets out duties of responsible persons, including disclosing perceived or actual conflicts of interest. The minutes are where a charity shows these duties were met: the disclosure was made, the conflicted person did not improperly influence the decision, and the board acted in the charity's best interests. Recording conflicts consistently helps the charity demonstrate good governance to its members and the regulator.
Key fields in the template
- Charity name and meeting type (board or committee) - Date, time, and place or method of meeting - Present, in attendance, and apologies - Quorum confirmation under the rules - Conflicts of interest disclosed and the action taken - Confirmation of the previous minutes - Reports received and noted - Resolutions passed - Action items, owners, and due dates - Close and next meeting date - Signature block for the chair or presiding member
A sample structure
Minutes of a meeting of the board of [Charity] held on [date].
1. Present and apologies 2. Quorum confirmed 3. Conflicts of interest 4. Previous minutes confirmed 5. Reports noted 6. Resolutions 7. Action items 8. Close and next meeting
Signed as a true record: [name], chair, [date].
Good practice
Keep the minutes factual and complete, and store them where members and responsible persons can find them. Record conflicts and the steps taken to manage them. Confirm the previous minutes at each meeting so the record stays current. Treat a signed minute as settled and make any correction as a separate tracked entry.
Generate this in Quorum
Quorum records each decision against the meeting it belongs to, captures disclosures and the action taken, and stores the signed minute as an immutable record. It supports your obligations across charity structures by reading the entity type and applying the right rules from the data. This enhances governance and keeps the record in one place. The charity and its responsible persons remain responsible for compliance.
Part of the Cohiva platform
Quorum is part of the Cohiva platform. Learn more at [www.cohiva.com](https://www.cohiva.com). When a resolution or minute needs signing, [Cohiva Sign](https://www.cohiva.com) provides e-signatures on board resolutions and files the signed document back into the record.