Working with Agenda Templates & Agendas
Who can create Agenda Templates?
People with administrative privileges and recording secretaries can create and edit agenda templates.
Who can edit Agendas?
Only recording secretaries can edit agendas.
Working with Agenda Templates
From the meetings page, click on the Agenda Templates button.
In the agenda templates area, select a meeting type and template from the drop-down.
Meeting Types
| Meeting Type | Description |
|---|---|
| Regular | Attended by the board's directors, officers, managers and staff. Usually held monthly, but can be more or less frequent. |
| Meetings (without attendance) | Meetings that do not need attendance, quorum, motions, or approval of minutes. Minutes can be locked to prevent further editing. Can be used to add minutes before the organization joined BoardSpace, or for short informal meetings. |
| Annual or Annual General | Held once per year and attended by condo owners or nonprofit/association members as well as the board of directors. Motions and quorum calculation are not available for this meeting type. |
| Special | Any meetings held during the year (other than the annual meeting) for owners or members. Motions and quorum calculation are not available. Do not use for meetings where only board of directors will be attending. |
A default template is provided. Update the default template or create additional templates for your organization.
Agenda templates need to be customized for each meeting. Any changes made to the agenda for a specific meeting are not saved unless the default template is updated.
More than one agenda template can be created. For example, if the board holds an in-between meeting for the purpose of discussing a single item, a shorter and simpler agenda could be created.
How to create the default agenda — click on the orange + Add item icon at the bottom of the page to add a new template.
The builder is a drag-and-drop tool. Use the orange + Add item to add items. Drag up and drop where needed. Agenda item numbering automatically updates. Modules are added at the bottom and can be dragged into position. Sub and sub-sub items can be added from the right-hand side Add sub-item option.
Agenda Item Types
| Item Type | Description |
|---|---|
| Call to Order | Required and automatically added to every agenda. |
| Item | Adds items to the agenda. Rename by editing the text box on the right. Add subitems by clicking + sub item. |
| Agenda | Using this item adds the agenda to the beginning of the minutes. |
| Approval of Agenda | Creates the motion to approve the agenda and includes a drop-down menu with eligible voters. Makes approving the agenda faster since the motion is already prepared. Comments can be added in the text box. |
| Past Minutes | Approves any past minutes created using BoardSpace and converts them to a PDF that can't be edited. Any previous unapproved minutes are added automatically. If using BoardSpace for the first time, the space is blank — write in your motion to approve the minutes and the date of the meeting. |
| Action Review | Pulls all ongoing board actions into a list. Each action is a live link — click to go to the main action list where you can see details, add comments, postpone, or complete the action. |
| Next Meeting | A popup allows you to create a next meeting that is automatically added to the meeting list. |
| Ongoing Items | Items that need to remain on the agenda for more than one meeting. |
| Adjournment | Required and added automatically to every agenda. Adding a second person for adjourning is optional. |
Modules can be renamed by editing the fields on the right-hand side. Examples:
- Call to Order → Start Meetings
- Past Minutes → Approval of Past Minutes
- Action Review → To-do List Follow-up
- Item → Committee Reports
Remember to Save.
Updating an Agenda Template from an Agenda
Agenda templates and agendas are different. Templates can be updated from within an agenda.
The default template was created and then applied to a meeting. During meeting preparation, changes were made to the agenda that you want to use in future meetings.
Click on Templates, select the appropriate template from the drop-down, and click Save to update the selected template.
A confirmation popup appears. You can also create a new template from here using the Add new template option.
