A good board meeting agenda lists every item with a time, an owner and whether a decision is needed, and goes out with the reports at least a few days before the meeting. Group routine approvals into a consent agenda so the meeting time goes to real decisions. Minutes record decisions, not conversations: who attended, whether there was a quorum, each motion and its result, and action items with owners.
Board meeting agenda template
| Time | Item | Owner | Decision needed? |
|---|---|---|---|
| 5 min | Call to order, confirm quorum | President | No |
| 5 min | Consent agenda: last minutes, routine reports | President | Yes |
| 10 min | Treasurer’s report | Treasurer | If approving the budget |
| 10 min | Membership update | Membership chair | No |
| 15 min | Upcoming events | Events chair | If approving spend |
| 15 min | Main discussion item | Assigned lead | Yes |
| 5 min | Action items and owners | Secretary | No |
| Adjourn | President |
Put the one item that needs real discussion in the middle, after the updates and before people start checking the time.
Use a consent agenda
A consent agenda groups routine items, like approving last meeting’s minutes and accepting committee reports, into a single vote. Anyone can pull an item out for discussion. It can save a lot of time and keeps the meeting focused on decisions. Check that your bylaws allow it.
Send it ahead
- Send the agenda and reports at least three to five days before.
- Ask that reports be read beforehand, not read aloud.
- Flag which items need a decision.
How to write board meeting minutes
Minutes are a record of what was decided, not a transcript. Include:
- Organization name, date, time and location (or “virtual”).
- Who attended, who was absent and whether a quorum was present.
- Approval of the previous minutes.
- Each motion: who made it, who seconded, and the result.
- Key decisions and reasons, briefly.
- Action items, with an owner and a due date.
- Time adjourned and who took the minutes.
Minutes template
[Organization] Board of Directors Meeting
[Date], [time], [location]Present: [names]. Absent: [names]. Quorum present.
Call to order at [time] by [name].
Consent agenda: Motion to approve by [name], seconded by [name]. Approved.
Treasurer’s report: [one-line summary].
[Main item]: [brief summary]. Motion to [action] by [name], seconded by [name]. Approved [vote].
Action items: [Owner] to [task] by [date].
Adjourned at [time]. Minutes taken by [name].
Tips for shorter meetings
- Start on time, even if someone is late.
- Keep updates in written reports.
- Give each discussion item a time limit.
- End with action items, owners and dates, every time.
For what board members are responsible for, see our guide to board member responsibilities.
Frequently asked questions
What should be on a board meeting agenda?
Call to order and quorum, a consent agenda, the treasurer’s report, committee updates, the main discussion items, action items and adjournment, each with a time and owner.
What is a consent agenda?
A group of routine items approved in one vote, such as previous minutes and committee reports. Any board member can ask to pull an item for discussion.
What should board meeting minutes include?
The date, attendees and quorum, approval of prior minutes, each motion and its result, key decisions, action items with owners and the time adjourned.
Who takes minutes at a board meeting?
Usually the secretary, or another board member or staff person they designate.
Keep your documents in one place
Purple Pushpin gives associations a place for board documents, agendas and minutes alongside their board page, events and member records, so nothing lives in one volunteer’s inbox.