The National Agri-Marketing Association

The nation's largest association for professionals in marketing and agribusiness


Leading The Way

Planning & Running a Board Meeting

Leading the Way Guide Contents

The Board Meeting

Preparation is the cornerstone of a good board meeting. Your time is valuable, as is the time of each of your board members. Utilize that time to the fullest by following some basic steps to ensure that the meeting time involved has a high return on investment.

Inform those who are expected to attend your board meetings.

This would include any person with a leadership role in the chapter.

  • President
  • Vice Presidents
  • Treasurer
  • Secretary
  • Committee Chairs

Determine what the expectations are for your upcoming meeting.

Developing an agenda, one that you will follow, has a lot to do with what you will ultimately accomplish at a particular meeting. Know ahead of time the informational topics to be covered, which topics are open for discussion and debate, and which topics require a formal decision.

If possible, have documentation for each topic to be covered. If a decision needs to be made, include a recommendation and documentation that will allow the board to make an informed decision.

Basic housekeeping to establish for your meetings.

Determine the frequency, dates, location and times of your board meetings. Get them on the board members’ calendars so that they know to schedule around them if possible.

Send out the following information a least one week prior to each meeting:

  • Agenda
  • Committee Reports
  • Any supporting information/recommendation for decisions to be made

Each participant is expected to review the information so that a productive, time-sensitive meeting can take place.

Determine who will be documenting the meeting. The minutes are not expected to be verbatim. They should, however, reflect decisions, assignments and action items. By maintaining an accurate record, progress can be noted and agendas for upcoming meetings will address the issues deemed important by the board.

As the chair of the meeting, it is up to you to insure that all topics on the agenda are covered. Find the balance between discussion and questions so that your full agenda will receive attention.

Ensure that all voices are heard. This is a meeting management challenge faced by anyone leading meetings. It can be done without offending or discouraging participation if we are aware of it going into the meeting. A great way to insure that you are hearing from all board members and not just one or two voices, is to get all board members involved with the workload.

While you want to insure that you cover your agenda items, be aware of items that may take more discussion time. You don’t want to interrupt discussion on important issues that require a decision.

The following part contains a sample board meeting agenda. Sample agendas are also available at under "Leaders," then click on "Leading the Way."

Chapter Board Meeting Agenda

You can download the agenda in an Adobe .PDF format and copy for your meeting.

NAMA Chapter:_______________________________________________

Meeting Date/Location:________________________________________

Person Conducting:________________________________________________________________________________________________________    


I. Welcome/Introductions 
(Welcome everyone to the meeting and introduce new board members and guests.)

II. Minutes
(Consider the minutes of the previous meeting which should have been distributed prior to the meeting. If there are no corrections, deletions, or additions, the minutes can be accepted as presented without a motion and vote. Otherwise, a motion is required to amend and approve the minutes.)

III. Financial
(Call on the treasurer to report on the financial status of the chapter. If there are no corrections to the financial report, it can be accepted as presented without a motion and vote. Otherwise, a motion is required to amend the financial report.)

IV. Reports
(Call on the chairs of the committees to give reports. Have a membership and professional development/programs report at every meeting. Include other reports as activity warrants.)

A. Membership
- (Provide the current membership numbers. Highlight members who have not renewed and make board assignments to contact. Note new members.)

B. Professional Development/Programs
(Review the upcoming chapter, regional and national meeting dates, locations and program topics/speakers.) 

C. Other Reports
(Call on representatives of other standing and special committees or board members to give an update on activities to include reminders of deadlines, etc.) 

V. Unfinished Business
(Consider any business not completed or interrupted by the adjournment of the last meeting.) 

VI. New Business
(Consider new business.) 

VII. Next Meeting
(Announce the next board meeting date, time and location.) 

VIII. Adjourn
(If there is no objection, adjourn the meeting. A motion is not necessary to adjourn the meeting if there is no objection.

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