Meeting agenda and minutes

Rules on this topic differ by state. Check your state's law before you use this template.

Conservation districts are usually covered by state open-meetings laws. Check notice and minutes rules for your state.

[District name] Board of Directors

[Meeting type] meeting. [Meeting date] at [Start time]. [Meeting place].

Before the meeting

• Notice posted or published the way your state's open-meetings rules require
• Agenda sent to directors with the last minutes and the financial report
• Room, call-in line or both ready, with space for the public
• Sign-in sheet ready for guests
• Items needing a vote marked so directors can prepare

Part A. Agenda

1. Call to order and roll call ([Board chair])
2. Confirm quorum and that notice was given
3. Changes to the agenda
4. Public comment
5. Minutes of the last meeting: review and action
6. Financial report and bills to pay: review and action
7. Staff and partner reports
8. Old business: ____________________
9. New business: ____________________
10. Cost-share or program items needing board action: ____________________
11. Director reports and announcements
12. Next meeting date and place
13. Adjourn

Part B. Minutes

Minutes of the [Meeting type] meeting of the [District name] board of directors, held [Meeting date] at [Meeting place]. Recorded by [Recorder name].

Attendance

• Directors present: ____________________
• Directors absent: ____________________
• Staff and partners present: ____________________
• Members of the public present: ____________________

• Meeting called to order at ______ by [Board chair]
• Quorum present
• Notice given as the district's rules and state law require

Actions taken

Record each motion the same way: the motion in full, who moved it, who seconded it, and the vote.

1. Motion: ____________________ Moved by: ________ Seconded by: ________ Result: ________
2. Motion: ____________________ Moved by: ________ Seconded by: ________ Result: ________
3. Motion: ____________________ Moved by: ________ Seconded by: ________ Result: ________

Reports and discussion

Summarize each report and discussion in a few plain sentences. Note any director who declared a conflict of interest and stepped out of a decision.

Keep minutes short and factual. Record what the board decided, not every comment. Minutes are not final until the board adopts them at a later meeting. Keep the adopted copy with the district's permanent records.

Action items

• Task: ____________________ Who: ________ Due: ________
• Task: ____________________ Who: ________ Due: ________

Adjournment

The meeting adjourned at ______. These minutes were adopted by the board on ______.

A starting draft, not legal advice. Have your attorney or agency review before use.