Download the agenda template (Word)
Sample board meeting agenda
This is a standard order of business for a 90 minute board meeting. Adjust the times and remove what you do not need.
- Call to order (2 minutes). The chair opens the meeting and notes the time.
- Roll call and quorum (2 minutes). The secretary records who is present and confirms a quorum.
- Approval of the agenda (1 minute). Directors may ask to add or move items.
- Conflict of interest check (1 minute). Directors disclose any conflict with items on the agenda.
- Consent agenda (3 minutes). Routine items approved in one vote: prior minutes, committee reports that need no discussion.
- Executive director report (10 minutes). Highlights and questions. The written report goes in the packet.
- Financial report (10 minutes). The treasurer presents the statements and any variance worth noting.
- Committee reports (10 minutes). Only items that need board input or a vote.
- Unfinished business (15 minutes). Items carried over from earlier meetings.
- New business (25 minutes). Each item states the decision the board is asked to make.
- Executive session, if needed (5 minutes). For matters such as personnel or legal advice.
- Review of action items (4 minutes). Who will do what, by when.
- Next meeting and adjournment (2 minutes). Confirm the date. The chair closes the meeting and notes the time.
How to use the template well
Name the decision
Write each item as the decision needed. "Approve the 2027 budget" beats "Budget discussion".
Put times on items
Times keep the meeting moving and tell directors where the weight is.
Use a consent agenda
Group routine approvals into one vote. Any director can pull an item out for discussion.
Send it early
Share the agenda and packet about a week ahead, or as your bylaws require.
What goes in the packet with the agenda
Attach the documents directors need to read before they vote: the prior minutes, the financial statements, written reports, and any proposal or resolution. Label each attachment with its agenda item number. For more, see how to build a board packet.
After the meeting
The agenda becomes the outline for the minutes. Record each motion, who made and seconded it, and the result. Our board meeting minutes template follows the same order.
Build the agenda in Voloboard
In Voloboard the agenda is the center of the meeting. Start from a standard template, attach documents to each item, send notice, and run the meeting from the same page. When the meeting ends, the agenda is already the outline of your minutes. Try it free for 30 days.
Frequently asked questions
What should a board meeting agenda include?
A call to order, roll call and quorum, approval of the agenda and prior minutes, reports, unfinished business, new business, and adjournment. Each item should state any decision the board is asked to make.
What is a consent agenda?
A consent agenda groups routine items, such as prior minutes and standard reports, into one vote with no discussion. Any director can ask to remove an item so it is discussed separately.
How far ahead should the agenda be sent?
Many boards send the agenda and packet about a week before the meeting. Check your bylaws and state law, which may set a required notice period.
Who prepares the board meeting agenda?
Usually the chair and the executive director or secretary prepare it together. Directors can propose items, and the board approves the agenda at the start of the meeting.
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