It is a good idea to have a template that is generally followed for Board agendas as it helps Board members in their meeting preparation. The best template will vary from one sport organisation to another but should consider including the following:

• A standard agenda item on declaration of Conflicts of interest at beginning of meeting
• Organise items under key objectives/strategic directions from the organisations strategic plan
• Deal with items of decision/approval before items for information
• Include an item on Confidentiality/Messaging at the end of each agenda
• Agendas will sufficient background information to enable Board members to prepare to make well informed decisions should be circulated well in advance of the meeting (number of days to be agreed by Board)

Joan Duncan
JDI Consulting

Board meetings certainly need to deal with the formal business of the association - how much detail and scope of discussion required at each meeting depends on the frequency (and time available) of meetings and the responsibilities invested in the Board (oversight versus operational). A Board agenda template is available on the SIRC Governance Portal - use this as a guiding document only (with allowance for customising an agenda based upon individual Board needs). Not only is it important to formalise Board agenda's, but it is equally important to commit to proper recording of Board minutes, actions and discussion - the agenda and subsequent minutes are the official records for the association, so make sure that a formal process is put in place to ensure that these functions are carried out effectively by the President/Chair and supporting volunteer or senior staff.

The Association's Strategic Plan needs to be seen as the "guiding principles" for Board meetings. Some President/Chairs "embed" the key Strategic Plan programming priorities within each Board agenda, while others ensure that there is a section of the Board meeting dedicated to Strategic Plan review/updates (this might be in the form of staff updates as an example). In either instance, the Strategic Plan needs to be germaine to all Board meetings - otherwise, the Plan ceases to be a "living document" for the organisation.

Ian Moss
Canadian Olympic Committee