Committee Minutes Template¶

Field	Value
Reference	TMP-003
Type	Template
Version	1.00
Status	Approved
Owner	Technical Lead
Approver	Board
Approval Reference	MIN-2026-08-02
Effective Date	2026-08-05
Next Review	2027-08-05
Review Requirements	As defined in STD-001
Classification	Internal

Purpose¶

Template for the standard, non-confidential record of a Committee meeting.

Scope¶

Applies to every ordinary and extraordinary Committee meeting, including a month where no meeting was held (see PROC-002 on recording that). Does not cover confidential business, which is recorded separately using TMP-004.

To create a minute: copy everything between the ---TEMPLATE START--- and ---TEMPLATE END--- markers below (not the markers themselves) into a new file named MIN-yyyy-mm-dd.md (the actual meeting date, e.g. MIN-2026-08-14.md), in internal/minutes/.

Minutes are not review-cycled like a policy, and don't carry their own Change History table - the record of a minute's Draft -> Approved transition lives in the git history and logs/change-doc-status.log instead. Only this template document itself is review-controlled.

Status lifecycle for a minute instance: Draft while being written up, Approved once ratified as an accurate record at the following meeting (handled by change-doc-status -d MIN-yyyy-mm-dd --approve, which also moves the file into internal/minutes/approved/).

Versioning for minute instances follows the standard convention: 0.x while in Draft, 1.00 on Approval.

---TEMPLATE START---¶

title: Committee Minutes — [Meeting Date]¶

Committee Minutes — [Meeting Date]¶

Field	Value
Reference	MIN-yyyy-mm-dd
Type	Committee Minutes
Version	0.10
Status	Draft
Owner	Secretary
Approver	Committee
Approval Reference
Effective Date
Classification	Internal

Meeting Details¶

Date:
Time started:
Method: [In person / Video call]
Chair:

Attendance¶

Present:
Apologies:
Quorum confirmed (per PROC-002): [Yes / No]

Declarations of Interest (per POL-006)¶

[None declared, or: name, nature of interest, and how it was managed (noted only / stepped back from discussion / stepped back and left the room)]

Approval of Previous Minutes¶

Minutes of the [date] meeting were approved as an accurate record. [Note any corrections here, or "No corrections."]

Matters Arising¶

Review of actions from the previous meeting:

Action	Owner	Due	Status

Reports Received¶

[List reports tabled, e.g. Treasurer's report, Welfare update]

Decisions¶

[Decisions taken during the meeting]

Policy Approvals¶

[Any policy or document approvals ratified this meeting, with reference, e.g. "POL-001 v1.00 approved."]

Resolutions¶

[Formal resolutions, if any]

Confidential Business¶

[If none: "No confidential business."] [If any: "The Committee considered confidential business. A separate confidential minute was recorded. See Confidential Minutes CONF-yyyy-mm-dd."]

New Actions¶

Action	Owner	Due

Any Other Business¶

[List, or "None raised."]

Next Meeting¶

Date of next meeting:
Meeting closed at:

---TEMPLATE END---

PROC-002 Committee Meetings and Minutes
POL-006 Conflicts of Interest Policy
TMP-004 Confidential Minutes Template
STD-001 Document Standard

Review Requirements¶

As defined in STD-001.

Change History¶

Version	Date	Author	Summary
0.1	2026-07-23	DC	Initial draft
0.10	2026-07-23	DC	Reference switched to MIN-yyyy-mm-dd; quorum line points to PROC-002; instance body no longer carries its own Change History; Purpose/Scope split, Related Documents and Review Requirements sections added
0.10	2026-07-23	DC	Declarations of Interest section structured and linked to new POL-006
0.50	2026-07-24	DC	Version -> 0.50; Status -> Review
0.50	2026-08-05	DC	Status -> Approved; Effective Date -> 2026-08-05; Last Reviewed -> 2026-08-05; Next Review -> 2027-08-05
0.50	2026-08-05	DC	Approval Reference -> MIN-2026-08-02
1.00	2026-08-05	DC	Version -> 1.00; Approval Reference -> MIN-2026-08-02; Status -> Approved; Effective Date -> 2026-08-05; Last Reviewed -> 2026-08-05; Next Review -> 2027-08-05