Agenda: noun a list of items to be discussed at a formal meeting.
An agenda is a blueprint for productive and efficient meetings. More than just a list of everything your Board wants to discuss, an agenda establishes the purpose and flow of your meeting. It should be closely followed. If discussion strays from the set agenda, the Board president is responsible for redirecting the conversation and getting the meeting back on track.
Adapted from the Handbook for Library Trustees of New York State p. 48
i. Call to order and roll call of members
ii. Adoption of agenda
iii. Approval of prior meeting minutes
iv. Correspondence
v. Personnel Actions Report
vi. Treasurer/Finance Officer's Report
a. Report of receipts and disbursements
b. Warrants
c. Presentation of projected cash flow
vii. Library Director and Department Head Reports
viii. Board Committee Reports
ix. Old Business
x. New Business
xi. Period for Public Comment
xii. Other Business
a. Example: Executive Session re: Library Director's Annual Performance Evaluation
xiii. Dates of future Board Meetings
xiv. Adjournment
Answer:
Typical items include topics for discussion, action items, and other library business like reports and votes. Some months may have shorter agendas than others depending on your Board's calendar. See the sample agenda on left sidebar.
Answer:
Open Meetings Law does not require that you allow the public to participate. However, it is advisable to set aside a period for "public comment". We suggest adopting a policy regarding participation of the public at library board meetings.
Example: Tompkins County Public Library Public Comment Policy
Example: Cortland Free Library Public Comment at Board Meetings
Answer:
The items on your agenda are listed in the order they are addressed. Agendas begin with a call to order and end with adjournment. In between, you'll vote to accept the minutes from your last meeting and tend to the work of the Board for the month. A well-organized agenda also makes for easier minute-taking. See the sample agenda in the box at left.
Answer:
The Library Director should develop the agenda with input from the Board president. The Board president should review it. The agenda should then be sent out to all Board members prior to the meeting.
Answer:
The agenda and all relevant materials should be available to the Board no less than one week before the scheduled meeting.
Answer:
Your agenda must be sent out at least 24 hours before the meeting. It's part of your Board Packet and should be posted on your website.
Answer:
If you have to make last-minute changes to your agenda, Attorney Stephanie "Cole" Adams has some guidance: https://wnylrc.org/raq/agenda-changes
Answer:
Yes, executive session must be listed on the agenda. You must also generically state the reason. There are very few legal reasons for a board to enter into executive session. See page 45 in the Trustee Handbook for more information.