Accessible Meeting Minutes Template

Generic template for councils, boards, commissions, committees, and other organizations

Meeting Information

Organization	[Organization Name]
Meeting Type	[Regular Meeting/Special Meeting/Other]
Date	[Month Day, Year]
Time	[Start Time]
Location	[Accessible Facility Name, Street Address, City, State, ZIP]
Remote Access, if applicable	[Meeting link, phone number, access code, or “Not applicable”]

Notice and Accessibility Statement

This meeting was intended to provide meaningful access to all participants and members of the public, including individuals with disabilities. To request disability-related accommodation, auxiliary aids or services, accessible formats, language assistance, or other modifications, contact [Accessibility Contact Name/Office] at [phone number], [email address], or [mailing address]. Requests should be made as early as possible so the organization can make reasonable arrangements.

To support ADA and WCAG 2.0 Level AA accessibility, final minutes should use built-in headings, meaningful link text, simple readable tables, sufficient color contrast, descriptive text for any images, and plain language summaries. Do not use color alone to convey meaning.

Attendance

Category	Names
Members Present	[List names and titles]
Members Absent	[List names and titles, or “None”]
Staff or Support Personnel Present	[List names and titles]
Others Present, if recorded	[Consultants, presenters, legal counsel, or “Not recorded”]

1. Call to Order

The meeting was called to order at [actual time] by [Mayor/Chair Name and Title].

2. Public Comments

[Summarize each speaker’s comments in neutral, concise language. Include speaker name if provided and required by local practice. If no comments were made, state: “No public comments were made.”]

3. Closed Session

The body recessed to closed session at [time]. Closed session topics were: [Topic 1]; [Topic 2]; [additional topics, if any]. Report out: [“No reportable action.” or summary of reportable action].

4. Regular Session Reconvened

The regular session reconvened at [time].

5. Invocation

[Provided by Name, or “No invocation was provided.”]

6. Pledge of Allegiance

The Pledge of Allegiance was led by [Name].

7. Special Presentations

For each presentation, record the presenter name, topic, brief summary, any public comment or participant input, and any direction given by the body. If there were no presentations, state: “There were no special presentations.”

8. Consent Calendar

Item	Motion	Second	Vote	Action Taken
8.1 [Item Title]	Motion by [Name] to [motion language].	Second by [Name].	[Vote, e.g., 5–0]	[Motion carried/failed; item approved/continued/etc.]

9. Business Items

9.[Number] [Item Title]

Staff report summary: [Briefly summarize the staff report, recommendation, and relevant background.]

Discussion summary: [Summarize key points without attributing statements unless required by local practice or organizational policy.]

Public comments summary: [Summarize public comments or state “No public comments were made on this item.”]

Motion and action: Motion by [Name], second by [Name], to [motion language]. Vote: [vote result]. [Motion carried/failed]. Final action: [describe final action].

10. Member Reports and Items of Interest

[Summarize each member’s report or item of interest. If none, state: “No member reports or items of interest were provided.”]

11. Administrator, Executive, or Department Reports

[Summarize updates provided by the administrator, executive director, department leads, staff, or other designated representatives. If none, state: “No administrator, executive, or department reports were provided.”]

12. Adjournment

The meeting adjourned at [time].

Certification

I hereby certify that the foregoing minutes are a true and correct record of the [Organization/Body Name] meeting held on [date].

Recording Secretary/Clerk: [Name]

Signature: ________________________________ Date: ________________

ADA and WCAG 2.0 Accessibility Checklist for Final Minutes

Use built-in heading styles in a logical order.

Use plain language and concise summaries.

Ensure tables are simple and readable from left to right.

Do not use color alone to communicate status, votes, or actions.

Use descriptive text for any images, maps, seals, or graphics.

Use meaningful link text if links are included.

Check color contrast before publication.

Confirm the posted PDF or web version is tagged, searchable, and accessible to screen readers.

Provide accommodation contact information in the notice section.

Retain a readily editable source document for accessible-format requests.