FREE TEMPLATE · HYBRID AGMS
Minutes template for a hybrid AGM
Minutes of a hybrid meeting need to show that members online could take part, and how each decision was made. This template adds the details that are easy to miss: where people attended from, how votes were cast, and which questions were taken on notice. Adapt the headings to your agenda and your constitution or rules.
What to collect on the day
Good minutes start with good records. Ask your secretary, returning officer or production team to keep or export these during the meeting.
- Attendance: members in person, members online and proxy holders, with times if people joined late.
- The quorum count when the meeting opened, and any later counts if quorum was in doubt.
- Proxies received, accepted and rejected, with reasons.
- For each resolution: when voting opened and closed, the method, and the counts by how votes were cast.
- Every question received, including those not taken, and the outcome of each.
- Any technical interruption: when it started, how long it lasted, and what the chair decided.
The minutes
Minutes of the Annual General Meeting of [Organisation name] [ABN / incorporation number]
Date: [date] Time: Opened at [time] [time zone]. Closed at [time]. Location: [Venue name and address] and online using [platform or description] Chair: [name] Minutes taken by: [name, role]
1. Attendance Members present in person: [number] (attendance register attached) Members present online: [number] (online attendance record attached) Members represented by proxy: [number] Others present: [names and roles, for example auditor, staff, production team] Apologies: [names or number]
2. Opening and quorum The chair opened the meeting at [time] and welcomed members in the room and online. The chair explained how members online could ask questions, vote and get technical help. The [secretary] advised that [number] members were present in person, [number] online and [number] by proxy. A quorum of [number] was present.
3. Proxies [Number] proxy appointments were received by the deadline of [date and time]. [Number] were accepted. [Number] were rejected for the following reasons: [reasons].
4. Minutes of the previous AGM The minutes of the AGM held on [date] were [confirmed / confirmed by resolution (see item 6)].
5. Reports [Name, title] presented the [report]. [Brief summary, if required.]
6. Resolutions Resolution [number]: [title] Type: [Ordinary / Special] Wording: [exact wording as in the notice] Moved: [name, if required] Seconded: [name, if required] Voting method: [poll / show of hands and online vote / secret ballot]. Voting opened at [time] and closed at [time].
Votes For Against Abstain In person [ ] [ ] [ ] Online [ ] [ ] [ ] Proxy [ ] [ ] [ ] Paper ballot [ ] [ ] [ ] Total [ ] [ ] [ ]
The chair declared the resolution [carried / not carried].
[Repeat for each resolution.]
7. Elections [Positions, candidates, method, results, and those declared elected.]
8. Questions from members [Number] questions were received before and during the meeting: [number] in the room, [number] online and [number] before the meeting. A summary is set out below. A full register of questions is attached. Questions taken on notice: - [Question summary], asked by [name or “a member”]. Written answer to be provided by [date] by [name or role].
9. Technical matters [Either: There were no technical issues affecting member participation. Or: At (time), (describe the issue). The chair (paused / continued / adjourned) the meeting. Members online were informed by (method). The meeting resumed at (time).]
10. Close There being no further business, the chair declared the meeting closed at [time].
Signed as a true and correct record.
Chair: ______________________ Date: ____________ [Name]
Recording votes
- Split the counts by how votes were cast. It shows members online were able to vote, and makes it easier to check totals.
- For a secret ballot, record only totals. Don’t record or attach anything that links a member to their choice.
- If votes are weighted (for example by shares or units), say so and record both the number of voters and the weighted totals if your rules require it.
- Note which resolutions were declared at the meeting and which were confirmed later.
Questions and answers
- Minutes don’t need every question word for word. A summary plus an attached register is usually clearer.
- Record questions that were declined and the reason given, so the record shows they were considered.
- List every question taken on notice, who will answer it and by when. Follow it up at the next board or committee meeting.
Before the minutes are signed
- Totals in the minutes match the voting records exported from your platform or kept by the returning officer.
- Attendance numbers add up and match the quorum statement.
- Resolution wording matches the notice exactly.
- Attachments are listed and filed: attendance, proxies, voting results and the question register.
- The draft has been reviewed by the chair and secretary, and kept according to your record-keeping obligations.
Before you rely on it
This is general information, not legal advice. What your meeting must do is set by your constitution or rules and the law that applies to your organisation. Check with your secretary or adviser.
Share and adapt it
You’re welcome to use, adapt and share this template. If you share it, please credit The Jasper Picture Company and link to livestreamvideo.com.au/resources/hybrid-agm-minutes-template.
Want a hand with records for your hybrid AGM?
JPC plans and produces live streams, hybrid AGMs and member voting in Melbourne and across Australia. Talk to a producer about your event.
1800 527 737 · production@jasperpictures.com.au · livestreamvideo.com.au
More free resources · AGM live streaming in Melbourne · AGMs for incorporated associations · AGMs for co-operatives