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Communications
Medium
Board Meeting Minutes Automator
by Civic Dialog TeamToday
A structured Google Docs + Notion template for board meeting minutes with a pre-meeting agenda generator and post-meeting action item tracker that automatically emails assignments to board members.
Problem This Solves
Board minutes are frequently incomplete or delayed — creating governance risk and Charities Bureau compliance issues. Staff spend hours formatting minutes and chasing action items.
Prerequisites
- Google account OR Notion account (free)
- Zapier or Make free plan (for action item automation)
- Gmail or equivalent
Setup Steps
- 1Copy the Google Doc Minutes Template or import the Notion template
- 2Update the template header with your organization name and board composition
- 3Connect Google Calendar + Zapier to auto-populate meeting date/attendees (optional)
- 4Before each meeting, complete the Agenda section using the provided checklist
- 5Post-meeting: extract action items into the Action Items tab
- 6File signed minutes in the organization's permanent records
Inputs
| Field | Type | Description |
|---|---|---|
| meeting_date | date | Date of the board meeting |
| meeting_type | enum | Regular / Special / Annual |
| attendees_present | list | Names of directors present |
| quorum_achieved | boolean | Whether quorum was met |
| agenda_items | list | Items discussed and voted on |
Outputs
| Output | Type | Description |
|---|---|---|
| formatted_minutes | document | Complete, formatted meeting minutes |
| action_items_list | table | Action items with owner and due date |
| action_item_emails | Email to each board member with their action items |
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