Preparing a consent agenda involves bundling routine, non-controversial board or committee items into a single agenda item that can be approved with one vote, freeing up valuable meeting time for more strategic discussions.
A consent agenda is a powerful tool for making meetings more efficient. Instead of discussing and voting on each routine item individually, these items are grouped together and presented for unanimous approval unless a member requests that an item be pulled for separate discussion.
Steps for Preparing a Consent Agenda
Creating an effective consent agenda follows a clear process to ensure all members are informed and comfortable with the bundled items.
Here are the key steps:
- Identify Appropriate Items: Determine which items scheduled for the meeting are routine, non-controversial, and unlikely to require discussion. These are typically items that need formal approval but are administrative or informational in nature.
- Compile Supporting Documents: Gather all relevant materials for each item intended for the consent agenda (e.g., financial reports, minutes drafts, committee reports).
- Bundle and Format: Group these items together under a single heading on the main agenda, usually titled "Consent Agenda" or "Consent Calendar." List each item clearly within this section.
- Distribute in Advance: Share the full meeting packet, including the consent agenda and all supporting documents, with board or committee members well in advance of the meeting date. This allows members ample time to review the materials thoroughly.
- Allow for Item Removal: Include instructions or a standard procedure for members to request that an item be removed from the consent agenda before the meeting or at the start of the meeting itself. Any item removed must then be discussed and voted on separately under the regular agenda.
- Present and Approve: At the meeting, the chair asks if any member wishes to remove an item. If not, a single motion is made and voted upon to approve all items listed on the consent agenda simultaneously.
Common Items Included in a Consent Agenda
The types of items suitable for a consent agenda are typically those that require formal approval but are routine. According to best practices, including information from sources like IdealsBoard, these often include:
- Meeting Minutes: Approval of minutes from previous meetings.
- Financial Items:
- Financial statements
- Approval of payments (e.g., invoices, expenses)
- Acceptance of donations and grants
- Reports for Information:
- Non-actionable reports (for information only), such as monthly status reports from staff or departments.
- Committee Matters:
- Receipt and approval of routine committee reports.
- Routine committee appointments.
- Operational updates that don't require decision-making.
- Minor policy updates or approvals.
Examples of Consent Agenda Items
| Category | Specific Examples |
|---|---|
| Meeting Minutes | Approval of minutes from the last board meeting |
| Financial | Approval of June expenditures report |
| Acceptance of a \$500 donation from [Donor Name] | |
| Reports (Information) | CEO's Monthly Operational Status Report |
| Program Activity Report for Q2 | |
| Committee Reports | Finance Committee Report (Information Only) |
| Governance Committee Report (Routine Update) | |
| Committee Appointments | Appointing [Member Name] to the Ad-Hoc Fundraising Committee |
Benefits of Using a Consent Agenda
Implementing a consent agenda offers significant advantages:
- Saves Time: Streamlines meetings by eliminating separate discussions and votes for routine items.
- Increases Focus: Allows more time for strategic discussions, complex issues, and critical decision-making.
- Encourages Prioritization: Helps distinguish between routine administrative tasks and important substantive matters.
- Promotes Preparation: Requires members to review materials in advance, leading to more informed participation when items are pulled or during strategic discussions.
By carefully selecting and bundling appropriate items and ensuring all members have the necessary information beforehand, preparing a consent agenda can dramatically improve meeting efficiency and effectiveness.
