Solicit ideas from officers, directors, and committee chairs.
Let board members know how and when they can add items to the agenda.
Together with staff, assemble the agenda.
Be realistic with how much work can be accomplished. Don’t add more items than the meeting can reasonably consider.
If an item needs energy and fresh ideas, put it at the beginning of the agenda.
Have committee chairs make monthly reports.
Urgent items must come before those that can wait.
Send the agenda out ahead of the meeting with any required supporting material.
Be sure you resolve old business from previous meetings.
Creating Great Agendas
The purpose of taking minutes is to protect the organization and the people who participate in the meeting. The minutes are not intended to be a record of discussions, nor serve as a newsletter for the organization. Minutes
Multimedia Publishing of NC v. Henderson County Court case noted:, “the purpose of minutes is to provide a record of the actions taken by the board and evidence that the actions were taken according to proper procedures. If no action taken, no minutes (other than a record that the meeting occurred) are necessary.” Minutes can be SCARY!
The ultimate legal importance of meeting minutes can be substantial if antitrust, tax, advocacy or other legal issues are raised in litigation or some other context. (In several anti-trust cases, recollections by those who attended meetings were disregarded in the face of official minutes.)
Distribute minutes within a reasonable time frame to those who attended, those who were supposed to be at the meeting and then safeguard them in the permanent files of your organization.