Sample of Agenda
Sample Agenda for a Business Meeting or Non-Profit Executive Meeting:
A quorum is usually needed to vote on any use of funds, and the Secretary should take
minutes including who is present and who initiates motions on the floor (if Parliamentary
Procedure is used).
The following is an agenda template for any type of business or non-profit meeting.
Agenda Heading
I.
Call to Order, Welcome Statement, Introductions
II.
Roll Call, Determination of a Quorum
III. Approval of Minutes from previous meeting (if no additions or corrections)
IV. Report from President
V. Officer Reports in order of rank
VI. Old Business
VII. New Business
VIII. Miscellaneous announcements for the good of the whole
IX. Adjournment
Tips on Creating an Agenda
• Contact participants before the meeting to find out if there is anything they want
included on the agenda under new or old business. Ask participants beforehand how
much time they need to give their reports.
• Sometimes it is difficult to judge the timing on an agenda. Either be patient with
experimenting on the timing, or be firm with the times in an effort to move the meeting
along. One of the main purposes of creating a meeting agenda is to provide structure
and help make the meeting more productive.
Reasons to Use an Agenda
• A printed agenda is a useful tool to help the Secretary take minutes of the meeting,
even if items in the meeting are discussed out of order. The agenda ensures that all
business is covered, and leaves room for some flexibility.
• An agenda can be used to prevent members from monopolizing time in the meeting
with irrelevant discussions and extensive grievances.
• An agenda is an excellent meeting planning tool to keep meeting length to a reasonable
time frame. A well-planned agenda also makes for more efficient meetings- especially
when used in conjunction with Parliamentary Procedure.
• The necessity of forming committees is sometimes brought about when meetings stray
from the agenda. Committees can work on issues in separate meetings.
• Each organization has its unique structure and style of conducting business and board
meetings, but the elements are always similar: call to order, reports, business
discussions and decision-making, and adjournment.
http://www.suite101.com/content/meeting-agenda-template-a112869
Sample Minutes
•
Taking minutes at a meeting is not always a popular activity, but it is an important
one. The meeting minutes serve as a record of what action the group has taken. In the
eyes of the courts and auditors meeting minutes are legal documents. Nonetheless,
there is no single format to take minutes. You can do what makes sense for you and
your group. However, following these tips can help make writing meeting minutes
easier:
 Remember that meeting minutes are for future and outside readers as much as
they are for the people present. Make sure whatever you write down will be clear
to people coming into the process at a later time.
 Typing meeting minutes on a laptop can make the process quicker and easier;
however, a pen and paper work well, too, and might keep you from writing down
too much information.
 Make a note of who is present. If necessary, pass around a sign-in sheet.
 Use the meeting agenda as an outline for the minutes.
 Details do not belong in meeting minutes. Do write down any motions and
decisions made and the key findings of any committee reports.
 Use bullet points to make the minutes easier to read. Each bullet statement should
represent a different finding, discussion, or decision. Use nested bullets (bulleted
statements within a bullet) if appropriate.
 Make a note of issues that were tabled until future meetings; this will serve as an
important reminder to the board of things that still need to be done.
 Transcribe or review minutes as soon as possible after the meeting, while your
memory of what happened is still fresh.
 Before you submit the meeting minutes, proofread for typos and omissions.
Follow the format of the sample meeting minute template below to help
you record meeting minutes.
Name of Organization
Board Meeting Minutes: Month Day, Year Time and location
Present: Name members in attendance
Absent: Name absent members.
Others Present: any guests to the meeting
Proceedings:
 Meeting called to order at (time) by (person, usually chair)
 Minutes from (prior meeting date) amended and approved.
 Subcommittee Reports – (highlights of information presented and discussions
had)
 Any action taken. For instance, MOTION to (do action); seconded and passed.
 Meeting adjourned at (time)
Future Business: Here is a place to remind people of:



conversations that were tabled until next time,
possible agendas items for upcoming meetings,
assignments that board members have taken on
Minutes submitted by (name)
http://www.suite101.com/content/how-to-take-meeting-minutes-a13225
Example of Minutes
Anytown Student Council
September 12, 2013
Room 105
7:30 A.M.
The meeting was called to order at 7:32 a.m. by student body president, Jane Doe.
John Smith moved and Nancy Jones seconded the motion to approve the agenda.
The motion carried.
Secretary May Petersen read the minutes of the previous meeting. Jonas Lange
moved and Cindy Johnson seconded the motion to approve the minutes as read (or as
corrected if corrections are needed). The motion passed.
Old Business
The teacher appreciation breakfast that was scheduled for August 31 had to be
changed because of a conflict with the teachers. Linda Sorenson moved and Jared Carter
seconded the motion to reschedule the breakfast for September 30 at 7:30 a.m.
Discussion followed. The motion passed.
The selected Homecoming Parade Marshall, Otis Anderson has been contacted
and he agreed to lead our parade.
New Business
Project Unify—We have been contacted by a school in Massachusetts to be part
of Project Unify. Josh Ryan moved and Samantha Hardy seconded the motion to create a
Project Unify activity. Discussion followed. Jess Born moved and Sarah Stanzi
seconded the motion to table the motion until they could find out more information.
Sarah, Jess and Josh will be on a committee to look into this.
Soap and Towel Campaign—Our advisor Mrs. Bruck received a letter from
another school asking us to take part in a soap and towel campaign. Greg Hemmy moved
and Sky O’Neil seconded the motion to take part in this campaign. Discussion followed.
Kenzie Craig moved and Jill Ony seconded the motion to amend the main motion by
adding “during the Homecoming dance with students getting a reduced price on tickets if
they bring soap or a towel to the dance.” Discussion followed and the amendment
passed. We voted on the main motion as amended and it also passed
Reports from Committees
The dance committee reported that they had found a D.J. for the Homecoming
dance. Cost will be $600.
The School Improvement committed reported that they had given new students to
the district school t-shirts.
Comments for the Good of the Order
Mrs. Bruck told us about how much the teachers appreciated our greeting them on
the first day of school.
Student Body president Jane Doe reminded us to seek out the new kids and get to
know them.
Stacy Tremmer moved and John Hancock seconded the motion to adjourn
the meeting. The motion carried. The meeting was adjourned at 7:55 a.m.
The next meeting will be September 19 at 7:30 a.m.
Respectfully submitted,
Jannie Decker
AHS Student Council Secretary
(Be sure to sign minutes)