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Free template · for nonprofits
Nonprofit board meeting agenda template
Updated September 2026
A board meeting agenda runs in a set order: open, check quorum (enough members present to vote), hear reports, take up old and new business, vote, and close. Copy the one below and fit it to your bylaws.
- Call to order: Chair notes the time the meeting begins.
- Roll call / quorum check: Secretary records who is present and confirms a quorum before any votes.
- Approval of the agenda: Board approves the agenda as written or with additions.
- Consent agenda: Routine, non-controversial items bundled into one vote. Any member may pull an item out for discussion.
- Approval of minutes: Approve minutes from the last meeting (or handle within the consent agenda).
- Financial report: Treasurer presents current financials; note any items needing a vote.
- Executive Director / staff report: Brief update on operations, programs, and staffing.
- Committee reports: Short updates from standing committees. Written reports circulated in advance keep this quick.
- Old / unfinished business: Items carried over or tabled from a previous meeting.
- New business: New topics, proposals, and motions. List each action item that needs a decision.
- Votes / action items: Confirm each motion, second, and recorded outcome.
- Announcements & next meeting: Confirm the date, time, and location of the next meeting.
- Adjournment: Chair notes the time the meeting ends.
Optional additions: opening mission moment, public comment period, executive session (board-only), or an annual-calendar item.
A good agenda keeps a board meeting on time and gives your secretary a clear spine for the minutes.
How to use it
- Match it to your bylaws first: they set your quorum and required order of business, and those rules win.
- Send it in advance: circulate the agenda and supporting documents a few days ahead.
- Use the consent agenda to save time: bundle routine items into one vote.
- Add time estimates next to each item to help the chair keep pace.
- Trim or expand as needed: a small board can drop committee reports; a larger one may add executive session.
Pre-meeting prep checklist
- Confirm the date, time, and location/link, and send notice per your bylaws.
- Build the agenda and mark which items require a vote.
- Gather and attach supporting materials (financials, reports, proposed motions).
- Draft the consent agenda and flag anything routine to bundle.
- Confirm enough members will attend to reach a quorum.
- Distribute the agenda and packet to all members ahead of time.
- Prepare the minutes template and note-taker so votes are captured accurately.
Ember Board Hub
Ember Board Hub keeps the agenda, the board packet and the votes in one place. The packet builds itself from your latest numbers, and Ember starts the minutes from what you recorded, ready for you to finish. Unlimited users on every tier.
Sources: Effective board meetings, National Council of Nonprofits · Consent agendas, BoardSource · What is a quorum?, BoardSource. Verified August 2026.