For whoever ended up as secretary of the residents' association, the sports club, the PTA, the village hall committee, the band, the co-op or the community garden. You type the group, the date, the place, who called the meeting and what kind of meeting it is in your own words, then the items — each with who is leading it, roughly how many minutes, and whether it is for information, for discussion, or for a decision. You get back one printable pack in two halves. The first half is the agenda, numbered, with a running column showing how far into the meeting each item starts, and a total that is compared against the length of the meeting: if the agenda is longer than the evening, it says so and says by how many minutes, which is a thing far better discovered at the kitchen table than at half past nine. Standing items — apologies, minutes of the last meeting, matters arising, the treasurer's report, any other business, the date of the next meeting — go in only if you ask for them. The second half is the minutes skeleton: present, apologies, in attendance, then per item a space for what was said, a box of its own for what was DECIDED written as a resolution, and room for actions; then the action list, which is the part the whole pack exists for — what, who by name, by when. An action with nobody's name against it belongs to nobody and nobody does it, and the sheet says so once, plainly. What it will not do: quorum, notice, who may vote and what counts as a valid meeting come from your group's own constitution or rules, and this tool neither knows them nor guesses at them — it asks what yours say and prints that back on the agenda. Nothing here is legal advice, nothing here says anything about what kind of body your group is, and nothing here claims to make anything official. It is paper to write on. It runs on your device, offline, with no clock: the date, the start time and every deadline are lines you fill in.
Worked example
Committee Meeting Pack
Fernhill Residents' Association — Monthly committee meeting
One agenda to send out beforehand, and one minutes skeleton to write on
during. The half that matters is the action list at the end: what, who
by name, by when.
WHAT THIS IS, AND WHAT IT IS NOT
- This is a printable agenda and a minutes skeleton. It writes down what
your group decided to put on the agenda, and leaves room to write down
what your group decided. It is paper to write on: it makes nothing
official, it is not a record of anything in itself, and it is not a form.
- Quorum, notice, who may vote and what counts as a valid meeting all come
from your group's own constitution or rules. This tool does not know them,
does not guess them, and prints back only what you copy in from your own
rules.
- Nothing here is legal advice, and nothing here says anything about what
kind of body your group is or what that would mean. Those questions belong
with your own rules and with whoever advises your group.
- The minute allowances printed against the standing items are this tool's
own round defaults, shown in full so you can disagree with them. They are
not a rule and not anybody's guidance.
- This tool has no clock. The date, the start time and every "by when" are
lines you write. Everything runs on your device, offline; nothing you type
leaves it.
PART ONE — THE AGENDA (send this out beforehand)
Group ............. Fernhill Residents' Association
Meeting ........... Monthly committee meeting
Date .............. Thursday 18 September
Starting at ....... 7.30pm
Where ............. Fernhill Village Hall, the back room
Called by ......... Priya Raman, chair
Meant to run ...... 90 min
WHAT OUR OWN RULES SAY — copied from our own constitution or rules
Quorum — what our own rules say: ______________________
Notice — what our own rules say: ______________________
Who may vote — what our own rules say: ______________________
How a decision is carried — what our own rules say: ______________________
Quorum, notice, who may vote and what counts as a valid meeting come from
your group's own constitution or rules. Copy them onto the lines above in
your group's own words. This tool does not know your rules and will not
guess at them, because a guess printed on an agenda is the kind of thing
that gets believed.
THE MINUTE ALLOWANCES FOR STANDING ITEMS — this tool's own defaults
Apologies for absence ................ 2 min
Minutes of the last meeting .......... 5 min
Matters arising ...................... 5 min
Treasurer's report ................... 10 min
Any other business ................... 5 min
Date of the next meeting ............. 2 min
Round numbers, picked so they are easy to check and easy to argue with.
They are this tool's own defaults: not a rule, not a requirement and not
anybody's guidance. Your own items take whatever minutes you typed against
them. If a standing item always runs longer in your group, put it in the
agenda-items field instead and give it the time it really takes.
Every item says whether it is for information, for discussion, or for a
decision. That one column is the difference between a meeting and an evening
out. An item nobody labelled as a decision is the item that gets discussed
for forty minutes and decided never — and the item marked for a decision is
the one the chair can close by asking the room the question out loud.
The running column is elapsed minutes from the start of the meeting, not
clock times, because this tool has no clock and your start time is a line
you typed. Add the allowances up before you send the agenda out, not while
everyone is sitting there in their coats.
AGENDA
1. Apologies for absence
+0 min → +2 min (2 min) · led by: the chair · [ FOR INFORMATION ]
2. Minutes of the last meeting
+2 min → +7 min (5 min) · led by: the chair · [ FOR A DECISION ]
3. Matters arising from the last meeting
+7 min → +12 min (5 min) · led by: the chair · [ FOR DISCUSSION ]
4. Treasurer's report
+12 min → +22 min (10 min) · led by: the chair · [ FOR INFORMATION ]
5. Bin store: the lock is broken again
+22 min → +32 min (10 min) · led by: Priya Raman · [ FOR A DECISION ]
6. Autumn hall hire — three quotes
+32 min → +47 min (15 min) · led by: Tom Okafor · [ FOR A DECISION ]
7. Playground repair, update from the council
+47 min → +57 min (10 min) · led by: Nadia Bell · [ FOR INFORMATION ]
8. Whether we run the winter fair this year
+57 min → +77 min (20 min) · led by: Priya Raman · [ FOR DISCUSSION ]
9. New signage for the recycling point
+77 min → +87 min (10 min) · led by: Dev Sharma · [ FOR A DECISION ]
10. Volunteer rota for the spring clean
+87 min → +102 min (15 min) · led by: Nadia Bell · [ FOR DISCUSSION ]
11. Any other business
+102 min → +107 min (5 min) · led by: the chair · [ FOR DISCUSSION ]
12. Date of the next meeting
+107 min → +109 min (2 min) · led by: the chair · [ FOR A DECISION ]
TIMING — add it up before you send it, not on the night
Your own items ........ 6 item(s), 80 min
Standing items ........ 6 item(s), 29 min
Everything on it ...... 12 item(s), 109 min
The meeting runs for .. 90 min
>>> The agenda is OVER by 19 min.
Something on this list is not going to happen. Decide which now, in
the quiet, rather than at half past nine when four people have already
left and the rest are deciding whatever is left over by exhaustion.
PART TWO — THE MINUTES (print this and write on it)
Group ............. Fernhill Residents' Association
Meeting ........... Monthly committee meeting
Date .............. Thursday 18 September
Where ............. Fernhill Village Hall, the back room
In the chair ...... Priya Raman
Minutes taken by .. Tom Okafor
Started at ........ ____________ Ended at ....... ____________
PRESENT
[ ] Priya Raman (chair)
[ ] Tom Okafor (secretary)
[ ] Nadia Bell (treasurer)
[ ] Dev Sharma
[ ] Ellen Marsh
[ ] ______________________
[ ] ______________________
APOLOGIES — who sent word that they could not come
______________________
______________________
______________________
IN ATTENDANCE — anyone else in the room: a visitor, a speaker, a guest
______________________
______________________
Write the decision in the past tense, as a sentence that reads the same to
somebody who was not in the room: "RESOLVED: that the hall be booked for the
first Saturday in November, at a cost agreed with the treasurer." Not "we
talked about the hall". Six months later the only thing anybody can use is
the sentence.
ITEM 1 — Apologies for absence [ FOR INFORMATION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
(this item was not put down as a decision — if it turned
into one anyway, which happens, write it here all the same)
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 2 — Minutes of the last meeting [ FOR A DECISION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 3 — Matters arising from the last meeting [ FOR DISCUSSION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
(this item was not put down as a decision — if it turned
into one anyway, which happens, write it here all the same)
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 4 — Treasurer's report [ FOR INFORMATION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
(this item was not put down as a decision — if it turned
into one anyway, which happens, write it here all the same)
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 5 — Bin store: the lock is broken again [ FOR A DECISION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 6 — Autumn hall hire — three quotes [ FOR A DECISION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 7 — Playground repair, update from the council [ FOR INFORMATION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
(this item was not put down as a decision — if it turned
into one anyway, which happens, write it here all the same)
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 8 — Whether we run the winter fair this year [ FOR DISCUSSION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
(this item was not put down as a decision — if it turned
into one anyway, which happens, write it here all the same)
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 9 — New signage for the recycling point [ FOR A DECISION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 10 — Volunteer rota for the spring clean [ FOR DISCUSSION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
(this item was not put down as a decision — if it turned
into one anyway, which happens, write it here all the same)
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 11 — Any other business [ FOR DISCUSSION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
(this item was not put down as a decision — if it turned
into one anyway, which happens, write it here all the same)
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
ITEM 12 — Date of the next meeting [ FOR A DECISION ]
What was said
______________________________________________________
______________________________________________________
______________________________________________________
DECIDED — as a resolution, in the past tense
+--------------------------------------------------------------+
| RESOLVED: that |
| |
| |
+--------------------------------------------------------------+
Carried / not carried / deferred, recorded however our own rules provide.
Actions from this item
What ......... ____________________________________________
Who, by name . ______________________ By when ... __________
THE ACTION LIST — the part this whole pack exists for
An action with nobody's name against it belongs to nobody, and nobody does
it. Write a person's name in every row — a real name, not "the committee",
not "someone", not "we". Two people named for one action is one person named
too many; pick who is actually doing it and let the other one help.
# What was agreed Who, by name By when
--- --------------------------------- ------------------ ----------
1 _________________________________ __________________ __________
2 _________________________________ __________________ __________
3 _________________________________ __________________ __________
4 _________________________________ __________________ __________
5 _________________________________ __________________ __________
6 _________________________________ __________________ __________
7 _________________________________ __________________ __________
8 _________________________________ __________________ __________
9 _________________________________ __________________ __________
10 _________________________________ __________________ __________
Actions carried over from last time, still not done
____________________________________ ______________ __________
____________________________________ ______________ __________
____________________________________ ______________ __________
Minutes written up by ..... Tom Okafor
Sent round on ............. ____________________
Agreed by the meeting as a correct record on ... ____________________
"A correct record" here means only what your group itself agreed it means,
at the next meeting, by whatever way your own rules settle such things.
Send the agenda out before the meeting, print the minutes half and write
on it during, and type up the action list the same evening while you
still remember which Dave said yes. Send the actions round within a day:
a list of names and dates that lands in people's inboxes on Tuesday is
worth more than perfect minutes that arrive the week after.
Frequently asked
Why does every item have to say information, discussion or decision?
Because that one column is the difference between a meeting and an evening out. An item nobody labelled as a decision is the item that gets discussed for forty minutes and decided never — everybody has an opinion, nobody has a question in front of them, and at some point the conversation just stops. An item marked for a decision, by contrast, gives the chair something to do: read the question out loud, ask the room, write down the answer. Items marked for information can often be dealt with in a line, or sent round beforehand and not read out at all, which is where most of the time on a short agenda is actually found.
What does the running time column mean — is it clock times?
It is elapsed minutes from the start of the meeting: the first item begins at +0, and each one after starts wherever the last one finished. It deliberately is not clock times. This tool has no clock at all, and your start time is a line of free text you typed, so anything that looked like "7.42pm" would be a guess dressed up as arithmetic. Elapsed minutes are exact, they are whole numbers, and they answer the only question that matters when you are writing the agenda: is this list longer than the evening?
What happens when the agenda is longer than the meeting?
The pack says so plainly and tells you by how many minutes. It adds up the minutes you typed against your own items, adds the allowances for whichever standing items you asked for, compares the total against the length you gave, and prints the difference. It does not quietly trim anything and it does not reorder your agenda for you. The point of showing it is that cutting an item at the kitchen table on Sunday is a decision, and running out of time at half past nine — when four people have gone home and the rest agree to anything to get out of the room — is not.
Which standing items do I get, and can I drop them?
You get exactly the ones you leave in the standing-items field: apologies, minutes of the last meeting, matters arising, the treasurer's report, any other business, and the date of the next meeting. Delete a line and that item does not appear anywhere in the pack. The minute allowances against them are this tool's own round defaults, printed in full so you can see them and disagree; if one of them always runs much longer in your group, take it out of the standing list and put it in the agenda-items field, where you can give it the time it really takes and say what it is for.
Where do quorum, notice and voting come from — this tool or our own rules?
Nothing whatsoever, and that is on purpose. Quorum, notice, who may vote and what counts as a valid meeting come from your group's own constitution or rules. Every group's are different, they are the sort of thing that gets believed once it is printed on an agenda, and this tool runs offline with no way to read yours. So the agenda has a short block of lines headed with your own rules, you copy in what yours actually say, and the pack prints that back where everyone can see it. There is no default, no suggestion and no example answer anywhere in the tool, because an example would be read as a recommendation within a week.
Is this pack a proper set of minutes?
It is a sheet of paper with the right boxes on it. What makes minutes useful is not the layout: it is that somebody wrote down the decision as a sentence that still makes sense to a person who was not in the room, and wrote a name and a date against every action. This pack gives that a box of its own and a heading, which is most of the battle. Whether your group treats the result as its record, and how it agrees that at the next meeting, is entirely a matter for your group and your own rules. This tool makes no claim about any of it.
Why is the decision box separate from the notes space?
Because they are different jobs, and when they share a space the decision loses. Notes are for what was said and who said it; the decision is one sentence that has to survive without you. Write it in the past tense, as a resolution: "RESOLVED: that the hall be booked for the first Saturday in November" — not "we talked about the hall and Dave will look into it". Six months later, when somebody asks whether the group ever agreed to the booking, the only thing anybody can use is that sentence. Giving it a printed box makes not writing it a visible omission rather than an easy one.
Why does the action list keep insisting on a name?
Because an action with nobody's name against it belongs to nobody, and nobody does it. "The committee will look into the lighting" is not an action, it is a feeling. Write one real person's name in every row, and a date in the by-when column — even a rough one, even "before the next meeting". Two names against one action is one name too many; pick who is actually doing it and let the other person help. The list is printed even when your agenda is empty, because a blank action list on the table is still the point: it is the thing you fill in as people volunteer, before anybody forgets they did.
Does anything I type leave my device?
No. The whole tool is a pure function running in your browser: no network, no server, no storage, no clock, no accounts. Your group's name, your members' names and your rules stay on your machine. That is also why the pack is meant to be printed and written on — the useful copy is the one on the table with somebody's handwriting on it, not a file on a laptop that ran out of battery halfway through the treasurer's report.
Can I use it for something that is not a committee?
Yes. It has no idea what your group is and does not ask, beyond the line where you type what kind of meeting this is in your own words. It has been written with the residents' association, the sports club, the PTA, the village hall committee, the band, the co-op and the community garden in mind — groups small enough that the secretary is also the person who books the hall. Anything that has items, people leading them, decisions to reach and jobs to hand out will fit, including a household meeting or a team stand-up that keeps overrunning.