Committee Attendance and Quorum Record

Who this is for

A year of committee meetings on one grid. Each meeting has a column headed with its date, the number present and whether it was quorate under your own rules, and each member's line shows present, apologies or absent at every meeting.

Secretaries of club, charity and community group committees who keep the record of attendance and need to show meetings were quorate.

What this helps you track

• Each committee member and their role
• Present, apologies or absent at each meeting
• Meetings attended by each member over the year
• Numbers present at each meeting against your quorum
• Which meetings were quorate and which were not

How to use it

1. Write the organisation, committee year, secretary and the quorum your constitution sets.
2. List each committee member and their role down the side.
3. Write the date of each meeting in the top row of its column.
4. Mark each member P, Ap or A for that meeting, then fill in the number present and Y or N against your quorum.
5. At the year end, add up the meetings each member attended for the AGM report.
6. Start a new sheet after six meetings; the browser version saves in your own browser.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What quorum should we use?

The one in your constitution or standing orders. The sheet has no figure built in; write yours at the top and check each meeting's attendance against it.

Do apologies count towards the quorum?

Usually not, as apologies means the member was not there, but follow whatever your own rules say. Record apologies separately so the minutes can list them.

What if a meeting was not quorate?

Write N in the quorate row and note it in the minutes. What happens to decisions taken at an inquorate meeting depends on your rules; many groups ratify them at the next quorate meeting.

Can co-opted members and observers go on the grid?

Yes. Write their status in the role column so it is clear whether they count towards the quorum under your rules.