Student council meeting minutes template (Word)

What’s in the template

The minutes open with these details:

• School and council name
• Date
• Time
• Location (room)
• Presiding officer
• Minutes taken by (secretary)
• Faculty advisor present
• Officers present
• Class representatives present (by grade)
• Absent
• Quorum present (yes / no)

Then the body follows the meeting in this order:

1. 1. Call to order — Time, who presided, and that the advisor was present.
2. 2. Roll call and quorum — Officers and representatives by grade. Check the quorum rule in the council constitution.
3. 3. Approval of previous minutes — Date of the minutes and any corrections.Motion: · Moved by: · Seconded by: · Vote:
4. 4. Officer reports — One or two lines each. The treasurer reports the balance and anything spent since the last meeting.President: · Vice president: · Secretary: · Treasurer (balance, income, spent): · Other officers (historian, publicity, spirit):
5. 5. Class representative reports — Concerns and ideas brought from each grade, and any class-level fundraising.Grade 9: · Grade 10: · Grade 11: · Grade 12:
6. 6. Committee and event planning reports — Each upcoming event: date, what is ready, what is still needed, who is responsible, and any approval still required from the school.Event: · Date: · Status: · Still needed: · Lead: · Administration approval:
7. 7. Budget requests and spending — One block per request. Amount, purpose, vote, and that the advisor or office has approved the purchase process.Request: · Amount: · Purpose: · Motion: · Moved by: · Seconded by: · Vote: · Outcome:
8. 8. Old business — Items carried over, with the decision.
9. 9. New business — Proposals from the floor. Anything needing a vote gets the motion written out.
10. 10. Advisor's remarks — Announcements from the advisor or administration, and any item the council cannot decide on its own.
11. 11. Next meeting and adjournment — Date and time of the next meeting, and the time adjourned.Next meeting: · Moved by: · Time adjourned:
12. ApprovalMinutes submitted by (secretary): · Reviewed by (advisor): · Date approved by council:

At the end: motions and votes and action items, as tables you can keep across meetings.

The template

Download it as a Word file, or copy the text version into your own document.

Student Council Meeting Minutes

School and council name: 
Date: 
Time: 
Location (room): 
Presiding officer: 
Minutes taken by (secretary): 
Faculty advisor present: 
Officers present: 
Class representatives present (by grade): 
Absent: 
Quorum present (yes / no): 

1. Call to order
   [Time, who presided, and that the advisor was present.]

2. Roll call and quorum
   [Officers and representatives by grade. Check the quorum rule in the council constitution.]

3. Approval of previous minutes
   [Date of the minutes and any corrections.]
   Motion:
   Moved by:
   Seconded by:
   Vote:

4. Officer reports
   [One or two lines each. The treasurer reports the balance and anything spent since the last meeting.]
   President:
   Vice president:
   Secretary:
   Treasurer (balance, income, spent):
   Other officers (historian, publicity, spirit):

5. Class representative reports
   [Concerns and ideas brought from each grade, and any class-level fundraising.]
   Grade 9:
   Grade 10:
   Grade 11:
   Grade 12:

6. Committee and event planning reports
   [Each upcoming event: date, what is ready, what is still needed, who is responsible, and any approval still required from the school.]
   Event:
   Date:
   Status:
   Still needed:
   Lead:
   Administration approval:

7. Budget requests and spending
   [One block per request. Amount, purpose, vote, and that the advisor or office has approved the purchase process.]
   Request:
   Amount:
   Purpose:
   Motion:
   Moved by:
   Seconded by:
   Vote:
   Outcome:

8. Old business
   [Items carried over, with the decision.]

9. New business
   [Proposals from the floor. Anything needing a vote gets the motion written out.]

10. Advisor's remarks
   [Announcements from the advisor or administration, and any item the council cannot decide on its own.]

11. Next meeting and adjournment
   [Date and time of the next meeting, and the time adjourned.]
   Next meeting:
   Moved by:
   Time adjourned:

Approval
   Minutes submitted by (secretary):
   Reviewed by (advisor):
   Date approved by council:

Motions and votes
No. | Motion | Moved / seconded | Vote | Outcome

Action items
No. | Action | Owner | Due | Status

Example: filled-in student council meeting minutes

What the template looks like once it’s been used. The organisation and people are made up.

Motions and votes

Action items

Tips for student council meeting minutes

• Take roll by grade and write the numbers in; the advisor will want to see which classes were represented.
• Mark anything that still needs the principal's or office's approval as pending, and update it in the next minutes.
• Write the treasurer's balance as a number every meeting, taken from the activity account statement.
• Give every event a lead student, a date and a “still needed” line.
• Describe problems at events without naming the students involved.
• Send the draft to the advisor within two days and keep the file in a folder the advisor owns.

Related templates

• PTA meeting minutes template — For PTA and PTO boards and general meetings: fundraising totals, expenditures approved by vote, the principal's report and volunteer sign-ups.
• Club meeting minutes template — For sports, hobby and social clubs: membership numbers, dues, the events calendar, equipment and elections, in a form a new secretary can pick up.
• Committee meeting minutes template — For board and steering committees: records what the committee decided within its charter and what it is recommending up to the board.
• Robert's Rules minutes template — Formal minutes in the form Robert's Rules recommends: a record of what was done, each main motion with its mover and disposition, points of order and appeals.
• All meeting minutes templates

Or let the notes write themselves

A template helps when you’re the one typing. If you’d rather not be, an AI note taker can draft the summary and action items for you. Most send a bot into the call; QuietNote captures from your own computer instead, so nothing joins the meeting and you decide when capture starts. It’s in private beta. Whatever you use, read the draft before you send it, and tell attendees you’re recording where the rules require it.