Club Meeting Minutes Template for Australia

Club Meeting Minutes are fundamental governance documents required by Australian law for incorporated associations and clubs. These minutes serve as the official record of meetings, capturing attendance, discussions, decisions, and actions taken by the organization. They are crucial for legal compliance, historical documentation, and organizational transparency. The document must comply with relevant state-based Associations Incorporation Acts and federal legislation such as the Privacy Act 1988. Meeting minutes are regularly referenced for governance purposes, audit requirements, and dispute resolution, making them essential for both operational and legal purposes. They should be maintained in a format that ensures their admissibility as evidence if required in legal proceedings.

1. Meeting Information Header: Date, time, location, and type of meeting (regular/special/AGM)

2. Attendance: List of present members, apologies, and any guests or observers

3. Quorum Confirmation: Statement confirming whether quorum requirements were met

4. Previous Minutes: Confirmation of previous meeting's minutes and any corrections

5. Business Arising: Updates on action items from previous meeting

6. Reports: Standard reports from office bearers (President, Treasurer, Secretary)

7. General Business: Discussion and decisions on current agenda items

8. Next Meeting: Date, time, and location of next scheduled meeting

9. Close of Meeting: Time meeting concluded and chair's signature