How to Set a Meeting Agenda

[Adapted from the Advisor’s Manual (1991)]

Be sure to set a date, time, and location and advise your members and advisors.

If possible, try to distribute the agenda in advance of the meeting.

Use the following as a guide for setting your agenda:

Call to order

Meeting called to order by the chair

Prayer

All CYMKivtsi and advisors should participate

The Lord’s Prayer, Prayer to the Holy Spirit, etc.

CYMK hymn

All CYMKivtsi and advisors should participate

Acceptance of agenda

Additions or deletions can be made, upon approval of the members in attendance

A member (not the chair) moves the acceptance of the agenda, either “as presented” or “as amended”, seconded

Motion passed

Minutes of the last meeting

An official record of the discussion and decisions made at the meeting; not a verbatim report

Full names should be spelled correctly

Ideally, the minutes are not read, but distributed in advance to each member and discussed at the meeting; additions or deletions can be made, upon approval of the members

Secretary moves the acceptance of his or her report “as presented” or “as amended”, seconded

Motion passed

Business arising from the minutes

Business outstanding from the minutes is discussed

Treasurer’s report

An official record of the financial status

Treasurer moves the acceptance of his or her report “as presented” or “as amended”, seconded

Motion is passed

Correspondence

Read to the entire membership

Old business

Business from earlier meetings

New business

New items for discussion

Announcement of next meeting

Adjournment

Formal adjournment by chair

Closing Prayer

All CYMKivtsi and advisors should participate.

CYMK Klych

All CYMKivtsi and advisors should participate

It is a good idea to follow a meeting with a religious, social, cultural, sport, or other activity.

Take the liberty to personalize or re-organize the agenda so that it best suits the needs of your group.