California State University San Marcos, Student Life & Leadership Craven Hall 3400, (760) 750-4970
The Meeting Agenda
There are many
reasons why meetings are unproductive
and frustr
ating.
One common
cause is the
l
ack of an
agenda. An agenda is an outline of the issues that a group will discuss during its meeting.
PREPARATION
The officers of the organization prepare the agenda with assistance from the organization advisor. An agenda
starts with a list of general business items. Specific topics that are to be discussed at the meeting are placed
under the proper agenda item in an outline format. The agenda (along with any supporting documents) is then
printed and distributed to members at least one day before the meeting. This allows members to come to a
meeting prepared to discuss their ideas, exchange information, and make decisions.
AGENDA ITEMS
The following agenda items are standard in most groups. You can adapt them to meet the needs of your
organization, but be consistent.
1. CALL TO ORDER
The Chair (usually the President or other designated officer) calls the meeting to order by standing,
• The Call to Order may be followed by any opening ceremony the organization may have
(e.g., Pledge of Allegiance, invocation).
2. ROLL CALL
The Chair says, “The secretary (or other officer) will call the roll.”
• If attendance is taken, it should be done with the aid of a prepared list of members’
names. The list can include spaces for recording whether a member is present, absent, or
tardy.
3. READING AND APPROVAL OF THE MINUTES
The Chair Says, “The Secretary will read the minutes.”
• After the minutes are read, the Chair asks:
“Are there any corrections to the minutes?”
•
After corrections are made, the Chair says, “If there are no (further) corrections, the
4. REPORTS OF THE OFFICERS