Governance Meeting Agenda Template (Board or Committee, 90 Minutes)

Copy-ready agenda text

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GOVERNANCE MEETING AGENDA

Body: [Board or committee name]
Meeting number: [e.g. 2025 board meeting 4]
Date and time: [Date, start and end time]
Location or link: [Room or video link]
Chair: [Name]
Secretary: [Name]
Members present: [Names]
Apologies: [Names]

TIMED AGENDA (90 minutes)

0:00  Call to order, quorum and conflicts of interest (5 min) | Owner: Chair
      Confirm quorum is met and ask members to declare any conflict on today's items. Record each declaration.
0:05  Approve agenda and previous minutes (5 min) | Owner: Chair
      Ask for corrections, then a motion to approve. Record the mover, seconder and vote.
0:10  Matters arising and action tracker (10 min) | Owner: Secretary
      Review actions from the last meeting. Mark each as done, open with a new date, or dropped with a reason.
0:20  Strategy and performance against plan (15 min) | Owner: CEO or executive director
      Share the dashboard with the pack beforehand and spend the time on variances, not recap.
0:35  Finance and audit report (15 min) | Owner: Finance committee chair
      Present the year to date position, reserves and any audit findings, with a recommendation to the board.
0:50  Risk and compliance (15 min) | Owner: Risk or audit chair
      Review the top risks, new incidents and regulatory deadlines. Confirm owners for any rated high.
1:05  Items for decision (10 min) | Owner: Chair
      Take each decision in turn: proposal, discussion limit, motion, vote. Record the wording that was approved.
1:15  Committee reports for noting (5 min) | Owner: Committee chairs
      Reports are read in advance. Take questions only, and note any item the board must act on.
1:20  Closed session (5 min) | Owner: Chair
      Hold any confidential discussion without staff if needed, and record only that it took place and the outcome.
1:25  Next meeting and adjournment (5 min) | Owner: Chair
      Confirm the date, read back actions with owners, and record the adjournment time.

ACTION ITEMS
Task | Owner | Due
[Task] | [Name] | [Date]

An accurate record of motions, votes and conflicts

Governance minutes have to be right, and a secretary cannot take notes and follow a debate at the same time. Speak AI joins on Zoom, Google Meet or Microsoft Teams, or takes an uploaded recording, and gives you the material to write precise minutes.

• Record the meeting and keep it searchable, so you can check the exact wording of a motion.
• Get a transcript with speakers labelled, so declarations of interest and votes are attributed correctly.
• Get an automatic summary of decisions and discussion to draft the minutes from.
• Get action items with owners and dates pulled out, ready for the next meeting's action tracker.

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