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MEETING AGENDA*
The adoption and use of an order of business, the agenda facilitates conducting a meeting
systematically. An agenda provides a general framework of what is to take place during a
meeting and the sequence of events. Meeting agendas include specific items to be considered
together with supporting data.
Agenda preparation is a staff responsibility. In most jurisdictions, this responsibility is
delegated to the manager or secretary, the one official who normally conducts the jurisdiction=s
day to day operations. Agenda contents vary according to the wants and desires of policy
officials. However, as a rule, it is suggested that the agenda be limited to items requiring formal
action by the governing body. Agenda items should include instruments for legislative action,
such as ordinances or resolutions. One exception would be public hearings which necessarily do
not require legislative action.
A APreliminary Agenda@ may be provided to the governing body during the days prior to
the scheduled meeting, along with: notes about the items and the action needed, reminders on
tabled items, etc. The board members then respond to the agenda preparer on additional items
they want included, or questions they have about the meeting=s items. The finalized agenda is
then published for the media and the public.
Some municipalities have addressed the Awhat to include?@ question by instituting a
Aconsent agenda@ (also called a consent calendar in some jurisdictions). It is viewed as an
acceptable way to expedite the conduct of a meeting. This device includes all routine and noncontroversial
items which do not require discussion by the legislative members, and is generally
considered early in a meeting. All items are approved with one motion and one roll call vote.
Items may be removed from the consent agenda by appropriate action of the governing body. A
model ordinance for the use of a consent agenda follows.
* Adapted from Pennsylvania Department of Community & Economic Development, Manual for
Municipal Secretaries, November 1997.
XIII-5