The board should use a consistent agenda format:
- The most important items on the agenda should be addressed first. People will be most attentive at the beginning of the meeting. Routine matters should be covered toward the end of the meeting.
- Each agenda item should be numbered.
- Next to each agenda item, state the number of minutes this discussion will take. In addition, the agenda should indicate the purpose of including each agenda item, such as for board action, vote, for providing information, to get the board’s perspective, and so forth.
- It is rarely good business to vote on something without prior notice, or to introduce new business that is not on the agenda. Last-minute additions to the agenda should be discouraged.
Consider using an agenda item cover sheet for each agenda item.
This one-page document should be included with every attachment to the board packet.
Cover sheets are built right into the BoardOnTrack board packet process. They provide:
- The purpose of the item’s inclusion and relevant background
- A brief discussion of the item’s context, such as why it is on the agenda and why it should be approved
- A summary of any previous discussion on the topic
- A summary of the committee's work on this topic
- An indication of why the information is being presented—such as a request at a prior board meeting.
- A recommendation regarding what outcome or action should be taken, worded as a draft motion or motions, if it is an item to be voted on. The language of the motion can be changed, if necessary, at the meeting, following any discussion. For simple discussion or informational items, this would be left blank.
Updated