Club Meetings, Agendas, & Minutes

Effective club meetings rely on two important tools: agendas and meeting minutes. Agendas provide a roadmap for the meeting by outlining discussion topics and action items, while meeting minutes serve as the official road of decisions, motions, and next steps. Together, these documents help clubs stay organized, maintain accountability, document financial decisions, and ensure continuity from one meeting to the next.

Meeting Agendas

For clubs looking to streamline their meeting planning, clubs can reach out to Office of Student Engagement at clubs@cwi.edu to assist in curating an effective agenda. An effective agenda allows your club to jump straight into productive conversations.

Meeting Minutes Template

Club Name
Meeting Date & Time
Meeting Location

1. Call to Order
   This section outlined the time stamp to when the meeting began.
2. Roll Call/Attendance
   This section outlines who attended the club meeting. It is recommended clubs list the names of the club officers, club members, and/or club advisors (if applicable) present at the designated meeting.
3. Announcements/Reports
   This section outlines any announcements or officer/committee reports before getting into further club business.
4. Club Business
   This section outlines all club business that is intended to be discussed during the meeting. This can include any club business that requires voting (e.g., events, the use of funds, elections, etc.) For any action that requires voting, it is recommended clubs indicate either who votes yes or no on a particular item or provide a general number of those who vote yes or no on a particular item.
5. Open Forum
   This section outlines open space for any additional points of conversation from club officers, club members, and/or club advisors (if applicable) that were not discussed during club business.
6. Adjournment
   This section outlines the time stamp to when this meeting ended.

Best Practices

• Share agendas with members before the meetings whenever possible. This can allow members time to come prepared and engage in what is being discussed/voted on.
• Record key discussions, decisions, motions, and actions in the meeting minutes. It is vital to maintain these as part of the club’s official records.
• Keep agendas and minutes organized and accessible for future reference.
• Use meeting minutes to document club decisions related to expenditures, event planning, travel requests, and other official club business. Meeting minutes are required to be included on all club request forms. Failure to include will result in an automatic denial of the request.