Tips for Creating an Agenda
1. Set a time limit for each item on the agenda. Too often a meeting ends suddenly and several items are postponed to the next meeting because of a lack of time. By limiting time, all items receive attention. If more time is needed for an item, it can receive additional attention at the end of the agenda or at the next meeting. List each item in the order of presentation. (Sometimes, by the meeting, it becomes necessary to switch the order around a little. No problem, just be sure to inform participants.) Identify the person responsible for each item. Be sure the person is ready to present when you prepare the agenda. Specify any resource materials to be used (e.g.: past meeting minutes, committee `reports, information statements attached to the agenda). Indicate whether the item is for information, discussion, policy making, etc. If a motion is required, state it. This step will help you to set appropriate time limits and also ensure that correct wording is readily available for the required action (of course, if the motion is amended, this prepared wording is eliminated). Note any follow-up action which you know will be required for this item or leave space for meeting participants to record the necessary follow-up action. Avoid opening a can of worms near the end of the meeting – otherwise known as “Other Business”. Every piece of business should be identified on the agenda, unless it’s an emergency (lack of planning on someone’s part does not constitute an emergency for the board/committee!). Any business not on the agenda should be assigned to the next meeting. Consider creating an opportunity for people to make announcements at the very end of the meeting, just before you adjourn. This can prevent a discussion from getting side-tracked and is helpful to people who have something to announce but are not sure exactly when to say it.
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Governance & Management Manual Board Operations Toolbox
Source: VLDP, BoardWALK Ottawa-Carleton Board Basics
A very efficient and effective agenda would look something like this:
Time 7:00 pm 7:05 pm Item Description & Resource Materials 1. Call to Order 2. Minutes of Previous Meeting By Whom Chairperson Secretary Motion to approve* Action Needed Participant Notes
3. Finance Committee 7:10 7:30 a. Monthly financial statement sent with agenda b. Budget sent with agenda 4. Program Committee 7:50 8:00 a. b. Report on Current Programs, sent with agenda Proposal for New Program, sent with agenda Zena Zena For information Discussion Treasurer Treasurer Motion to approve Discussion
8:20 9:15
5. ect. 10. Announcements and Information Requests 11. Date of Next Meeting 12. Adjournment Anyone For Information
9:25 9:30
Chairperson Chairperson
For Information Motion to adjourn
If you know the exact motion you need for an issue/decision, put it in the Action Needed column. If you want to use a particular method of presentation which is outside the norm for your group, identify that new method of presentation in the Item Description and Resource Materials column.
*To approve means to commit the Board/committee to the recommendations, opinions and conclusions and it must, therefore, act on them. To accept means that the Board/committee is not committed to the recommendations, opinions and conclusions so it is not bound to act on them.
Source: VLDP, BoardWALK Ottawa-Carleton, Board Basics