Army Family Team Building Level III

Meeting Management

How is an Agenda Prepared?

To prepare an agenda:

ƒ Examine the minutes of the last meeting and note any unfinished business

ƒ Review all correspondence received since the last meeting

ƒ Assure that all financial transactions are gathered into a report

ƒ Include any new business since the last meeting

ƒ Designate those agenda items which require member action

ƒ Include time for a general discussion of new business

The secretary/recorder will review all correspondence which has been received since the
last meeting. Important letters should be summarized and a report prepared. This is an
agenda item.

The financial officer needs all the bills and figures in order for a report to be presented.

Check on all new business that has come up since the last meeting. Note items that are
scheduled to come up between the current meeting and the next meeting. Note all
items that require action by group members.

Include time for new business from the floor and for a general discussion at the end.

Sample: Agenda Outline

I. Call the meeting to order
II. Minutes of the last meeting
III. Report:
a) Treasurer
b) Committees
IV. Correspondence
V. Old or unfinished business
VI. New business
VII. Adjournment

2006/7 3.8 Handout 5