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

2. 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.

3. 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.

4. 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

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

6. 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.

7. 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

8. 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

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

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

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

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

13. 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