Board Meeting Agenda Sample

Lena Eisenstein
4 min read


January 31, 2019. 5:00 p.m.

City of Boulder

Board Meeting

Town Hall: 14 Main Street


Boulder is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations or accommodations will be provided upon request. Please contact the City Secretary’s Office, at least three (3) days prior to the scheduled meeting date, at (123) 456-7890 or Town Hall at 14 Main Street for additional information; TTY users route through Relay Colorado at 711.

I. Call to Order – 5:00 p.m.

A. General Welcome to Audience B. Announcements

  • The town was awarded the state Future Scholars Grant to update high school science laboratories.
  • Governor appointed Mayor Smith as new Innovation Advisor to the Colorado Planning Commission.
  • Boulder placed third in nationwide competition to increase household recycling rates.

C. Roll Call [1]

II. Consent Agenda – 4:05 p.m.[2][3]

Vote to approve:

  1. Minutes of December meeting
  2. Finance Committee Report
  3. Personnel Committee Report
  4. Parks and Recreation Committee Report (minutes and reports posted on board portal as attachments to this agenda)[4]

III. Mayor’s Report – 5:10 p.m.

IV. Business Action Items – 5:20 p.m.

Old Business

  • Revision to Policy 205: Snow Plowing License. (Vote) [5] Approval of this item would grant a revocable license to Steve’s Snow Removal, LLC to enter into contracts with the city to provide snow plowing services on behalf of the city. (Discussion of bids concluded in September 10, 2018, meeting. Copy of Policy 205 is filed on the board portal under “Vendors.”) [6]
  • Emergency Preparedness Test Authorization. (Vote) Approval of this item would approve a Performance Agreement between the City of Boulder and Alert Test Services, Inc., to perform fire and other emergency drills in all public buildings. (Proposal was sent to committee October 1, 2018. Committee report was reviewed in the December 10, 2018, meeting. It is posted on the board portal under “Facilities.”)

 New Business – 6:00 p.m.

  • Proposal to Modify Bicycle Lane Policy. (Introduction and discussion) Constituents representing Boulder Bikes! have requested a new policy: When a cyclist is approaching within 50 feet of a parked car, the car’s driver would be fined $50 for opening the door to the vehicle into the bicycle lane before the cyclist has passed.
  • Proposal to Restrict Marijuana Edibles. (Discussion) Pursuant to the report submitted November 2018 by a consortium of Boulder physicians, the Board will discuss the feasibility and advisability of imposing various limits on edible forms of marijuana, which reportedly creates health problems for consumers ingesting PCB unaware that they are doing so. (Final version of doctors’ report is posted on city’s board portal under “Citizen Reports.”)

V. Public Testimonies – 6:15 p.m.

  1. Tai Nguyen, “Ski Racks Needed Outside Public Facilities.” Time limit: 15 minutes.[7]
  2. Rosalind Jones (representing the School Board), “The Case for Additional Professional Development Grants for Boulder Public School Teachers.” Time limit: 15 minutes.
  3. Harold Goldberg, “Cameras on Cops: Considerations.” Time limit: 15 minutes.

VI. Adjournment – 7:00 p.m.

[1] Spelling will matter on the minutes. Best practice is to have prepared a typed list of members’ and guests’ names, which can be simply checked off in the meeting.

[2] A consent agenda saves time by calling for a single vote on all committee reports and minutes. It should be clear to members that they are expected to have read all reports before the meeting. Do not use meeting time to read them out loud.

[3] Listing the start time of each item empowers the chair to redirect the meeting when digressions crop up or when a speaker takes too much time. With the time of the upcoming section included on the agenda, such redirections do not seem like personal attacks.

[4] Directing the reader to source documents helps members keep track of progress and creates a more useful historical document once the agenda is archived.

[5] Stating the action to be taken on each item prevents expansive opining that does not get any business done. Show here the big picture of how the item is passing through the stages of proposal, discussion, research and vote.

[6] Putting relevant items in the context of the overall progression of the topic creates clarity and prevents such speculative inquiries as “Haven’t we dealt with this before?”

[7] Including time limits prevents endless expansions on speakers’ points, which otherwise threaten to derail the meeting. Pre-registration for speaking spots should include a place to acknowledge time limits. The very inclusion of a designated time for speakers allows interrupters throughout the meeting to be asked to sign up for a time slot in the next meeting.