# Club committee meeting agenda template

## The 60-minute committee meeting agenda template

Copy this into your club's system and reuse it every month. The timings are the point — an agenda without them is a wish list. Distribute it with the papers at least three days ahead.

> **[CLUB NAME] — Committee meeting agenda**
> **Date:** [date] **Time:** 7.00pm–8.00pm **Venue:** [clubroom / video call]
> **Chair:** [name] **Minutes:** [name] **Timekeeper:** [name]
> **Papers attached:** [list them, numbered]
>
> **7.00 — 1. Open, attendance, apologies (3 min)**
> Welcome, apologies received, quorum confirmed. Any acknowledgement your club opens with.
>
> **7.03 — 2. Conflicts of interest (2 min)**
> Chair asks whether any member has an interest in tonight's items. Declarations recorded before discussion, not after.
>
> **7.05 — 3. Consent agenda (5 min, one motion)**
> Circulated in advance and taken as a block with no discussion — previous minutes, correspondence, and the routine written reports that contain no decision. Any member may pull a single item out for discussion before the motion is put.
> _Motion:_ That the minutes of [date], the correspondence schedule and the written reports be received as circulated. Moved [name], seconded [name].
>
> **7.10 — 4. Action items from last meeting (10 min)**
> Straight down the action register. Each owner says done, in progress with a date, or blocked and what they need. No item is discussed again here — a blocked item becomes a decision item next meeting or gets five minutes at the end if there is room.
>
> **7.20 — 5. Finance — decisions only (10 min)**
> The written treasurer's report was in the consent agenda. This slot is for what needs a decision or a warning — payments over the delegation limit, budget variances that change the year, anything the committee must authorise.
> _Motion:_ That the accounts listed at item 5.1 be approved for payment. Moved [name], seconded [name].
>
> **7.30 — 6. Decision items (20 min, two or three items maximum)**
> **6.1 [Decision question in one sentence]** — paper [n], moved by [name]. Options and recommendation in the paper. 7 min.
> **6.2 [Decision question in one sentence]** — paper [n], moved by [name]. 7 min.
> **6.3 [Decision question in one sentence]** — paper [n], moved by [name]. 6 min.
>
> **7.50 — 7. Watch list (5 min)**
> Standing scan, no debate — risks, incidents since last meeting, renewals falling due in the next 90 days, volunteer vacancies, the next month of the club calendar. Anything that needs work becomes an action or a decision item for next time.
>
> **7.55 — 8. Confirm and close (5 min)**
> Chair reads back tonight's decisions and the new action items with owners and dates. Next meeting date confirmed. Meeting closed.

Three deliberate design choices are doing the work. The consent agenda removes reading-aloud from the meeting entirely. The decision block is capped at three items, which forces the committee to choose what actually matters this month. And the close reads decisions back in the room, so the minutes are confirmed by memory that is four minutes old rather than four weeks old.

If your committee genuinely needs longer, extend the decision block and nothing else — a 75-minute meeting with four decision items is fine. A 75-minute meeting because reports got read out is not.

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