Written consent agendas are a governing tool that lets nonprofit boards streamline meeting procedures. They combine routine and non-controversial issues into groups that can be then voted on and approved in the minutes of the board. The use of this method reduces meeting length and frees the time to discuss more important issues.
These routine items include budgets and financial reports committee updates, approvals of the most recent draft of the minutes of board meetings and other non-controversial matters. These items are included on the agenda prior to the meeting. They are then reviewed by the board and voted upon as a group at the beginning of the meeting.
Before voting in the meeting, the chairperson on the board may ask if a board member wishes to move a specific item from the consent agenda to the discussion section of the meeting. This allows each board member to clarify or raise concerns prior to the grouping vote is taken and ensures that no unintended issue was missed when gathering details for the board to consider.
An agenda that is well-crafted and executed is a valuable tool for boards of non-profit organizations in improving the efficiency of meetings, increasing the involvement of directors and increasing productivity. It is important to note however that the consent agenda should not be used for items that require in-depth discussion, careful examination, or where a discussion could alter the outcome or impact of the issue. It should only be used when a decision is able to be made data room without discussion. The outcomes of all votes must be recorded in the minutes of the board’s meeting.