Summary of key topics discussed Agreements and decisions made during the meeting Actions items and next steps from decisions and agreements made Accountability: when action items and next steps are due An agenda’s key function is to bring the meeting into focus and ensure the board uses its time wisely to cover the most important topics or strategic discussion as hand. Meetings There are many versions and templates for meeting agendas, important to find a framework that works best for your organization. Common Components of agendas: Date, time & location of meeting Expected attendance and apologies [including guests] Meeting agenda topics Time allotted for each item Who leads each agenda item discussion (i.e. Presenter) List of materials for the meeting When the next meeting will take place Consent agenda: Opposite from traditional agendas that are highly standardized, consent agendas create space for deep and forward thinking on the organization’s most important challenges. Issues in the consent package need no further discussion as all questions will be asked in advance of an IEB meeting. The entire packaged is voted on at once without any additional explanations or comments. Common components of a consent agenda: Previous meeting minutes Officer reports Routine correspondence Minor changes in a procedure, uncontroversial Committee reports, including for decision if uncontroversial and questions (if any) answered prior to meeting. Preparation is the absolute prerequisite for consent agendas. Thorough reading of materials and questions asked prior. In addition, all materials MUST be distributed in advance of the meeting Both agenda’s and minutes are important governance documents to keep organized and kept year after year. They are discoverable documents that could be ask for by auditors or lawyers. They are the best resource for an organization to see what and when decisions were made. FORM 990** In the United States, all tax-exempt organizations must report annually to the IRS on their financial and other activities, which include governance activities. These governance activities include whether the board has approved certain policies and followed specific processes when making governance decisions. This is done by filing a Form 990, Return of Organizational Exempt from Income Tax.
Summary of key topics discussed Agreements and decisions made during the meeting Actions items and next steps from decisions and agreements made Accountability: when action items and next steps are due An agenda’s key function is to bring the meeting into focus and ensure the board uses its time wisely to cover the most important topics or strategic discussion as hand. Meetings There are many versions and templates for meeting agendas, important to find a framework that works best for your organization. Common Components of agendas: Date, time & location of meeting Expected attendance and apologies [including guests] Meeting agenda topics Time allotted for each item Who leads each agenda item discussion (i.e. Presenter) List of materials for the meeting When the next meeting will take place Consent agenda: Opposite from traditional agendas that are highly standardized, consent agendas create space for deep and forward thinking on the organization’s most important challenges. Issues in the consent package need no further discussion as all questions will be asked in advance of an IEB meeting. The entire packaged is voted on at once without any additional explanations or comments. Common components of a consent agenda: Previous meeting minutes Officer reports Routine correspondence Minor changes in a procedure, uncontroversial Committee reports, including for decision if uncontroversial and questions (if any) answered prior to meeting. Preparation is the absolute prerequisite for consent agendas. Thorough reading of materials and questions asked prior. In addition, all materials MUST be distributed in advance of the meeting Both agenda’s and minutes are important governance documents to keep organized and kept year after year. They are discoverable documents that could be ask for by auditors or lawyers. They are the best resource for an organization to see what and when decisions were made. FORM 990** In the United States, all tax-exempt organizations must report annually to the IRS on their financial and other activities, which include governance activities. These governance activities include whether the board has approved certain policies and followed specific processes when making governance decisions. This is done by filing a Form 990, Return of Organizational Exempt from Income Tax.
Governance-Documentation-Check-List.docx