the municipal secretary desktop reference manual - Southwestern ...

K. MEETING AGENDA
The adoption and use of an order of business-commonly called an agenda- will facilitate the
conduct of a meeting in a systematic fashion. The agenda provides a framework of what is to take
place during a meeting and in what sequence. An agenda for a meeting differs from this general
framework in that it includes specific items to be considered together with supporting data.
The preparation of the agenda is a staff responsibility. In most jurisdictions, this
responsibility is delegated to the manager or secretary, the one official who is normally in contact
with the jurisdiction=s day to day operations.
The question of what belongs on an agenda is somewhat difficult to answer because the
wants and desires of elected officials vary considerably. However, as a rule it is suggested that the
agenda items should include instruments for legislative action, such as ordinances or resolutions.
The one exception would be public hearings which necessarily do not require legislative action.
Some municipalities have addressed the “what to include question” by instituting a “consent
agenda” (also called a consent calendar in some jurisdictions). It is viewed as an excellent means to
expedite the conduct of a meeting. This device includes all routine and non-controversial items
which do not require discussion by the legislative members. This agenda is generally considered
early in a meeting and all items are to be approved with one motion and one roll call vote.
Generally, items may be removed from the consent agenda by appropriate action of the governing
body.
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