Business Documents: Agenda and Minutes Obj. 3.01 Business Documents: Agenda and Minutes

Agenda What is the Purpose of an Agenda? An Agenda is a list of items to be discussed or acted upon. It is prepared before meetings, events, and conferences.

Agenda (continued) Examples of using an Agenda: Topics that will be covered at the next staff meeting. Topics and speakers that will present at the next Board meeting.

Agenda: Components These components must be centered at the top of the Agenda: In the Heading section: the Organization name the Date the Location, and the Time of the meeting

Agenda: Components (continued) What items make up the Body of the Agenda? Time slots Topics Speakers/presenters

Minutes What is the Purpose of Minutes? What are Minutes used to describe? Minutes are used to describe the discussions, decisions, and actions that occurred during a business meeting.

Minutes (continued) Examples of using Minutes: Detailed minutes from a company meeting of stockholders including the pros and cons of each discussion point The minutes of the State Board of Education A meeting of the PTSA Grounds Committee to decide where to plant shrubs

Minutes – Components Components of Minutes: a. Heading information Name of organization or committee Type of meeting for example, Regular Board Meeting Date and time of meeting Location of the meeting

Minutes – Components (Continued) b. Roll Call Members and visitors present and their titles Members absent

Minutes – Components (Continued) c. Call to Order formal declaration by the chairperson of the meeting that it has officially begun

Minutes – Components (Continued) d. Approval of Minutes review of previous minutes by board members e. Committee Reports progress reports presented by sub-committee chairs

Minutes – Components (Continued) f. Old Business unresolved discussions from a previous meeting g. New Business new topics and issues

Minutes – Components (Continued) h. Adjournment notation of who adjourned the meeting i. Signature line includes the keyed name of the Recording Secretary and a signature