Administrative Meeting Agenda and Minutes Template

Owned by Jim Wilson
Last updated: 2020-03-12
2 min read
 Instructions

Page Name

Give the page a name according to the following format: YYYY-MM-DD WG## Meeting.

Example: 2019-07-14 WG04 Meeting

Times and Phone Numbers

  • Use 24-hour times.
  • Specify time zones by major city to avoid time-zone abbreviation issues.
  • Ensure all phone number have country codes
  • Do not prioritize any one region's phone number above another
Members InvitedMembers Present
  1. Member 1 (Chair)
  2. Member 2 (Vice Chair)
  3. Member 3
  4. ...
  5. Member n

Staff Present

This working group has 8 members. 5 members must be present to achieve quorum. (See Quorum Requirements Table.)

Time

10:00 New York
15:00 UTC
16:00 Paris

Duration1.5 hours

Logistics

 Meeting Logistics

Face-to-Face meeting address, GoToMeeting details, conference call details, etc. Notice that this content is inside an "expand" macro to hid long lists of meeting details.

Agenda and Minutes

  1. Topic: AgGateway Antitrust Guidelines and Patent Policy
    1. Leader: Chair
    2. The desired outcome is that each meeting participant understands and agrees to abide by the AgGateway Antitrust Guidelines and Patent Policy.
    3. Pre-meeting notes / references: 
      1. Antitrust Guidelines
      2. Patent Policy
    4. Minutes: Usually "All agreed"
  2. Topic: Minutes taker
    1. Leader: Chair
    2. The desired outcome is that a minutes taker is selected.
    3. Pre-meeting notes / references: None
    4. Minutes: So-and-so selected
  3. Topic: Quorum
    1. Leader: Chair
    2. The desired outcome is that the chair has reminded the meeting participants what the quorum requirements are and has determined whether a quorum has been achieved.
    3. Pre-meeting notes / references: None
    4. Minutes: A quorum was/was not achieved.
  4. Topic: Agenda
    1. Leader: Chair
    2. The desired outcome is that the meeting participants agree to the agenda, adjusting first it as required.
    3. Pre-meeting notes / references: None
    4. Minutes: Usually "All agreed"
  5. Topic: Prior unapproved meeting minutes
    1. Leader: Chair
    2. The desired outcome is that the working group has approved all unapproved meeting minutes.
    3. Pre-meeting notes / references
      1. Link to oldest unapproved meeting minutes page
      2. ...
      3. Link to newest unapproved minutes minutes page
    4. Minutes:
      1. NAME moved
      2. NAME seconded
      3. Discussion: Note discussion here or indicate "None"
      4. Outcome: "Unanimous approval" or whatever the outcome was
  6. Topic: Outstanding Tasks
    1. Leader: Chair
    2. The desired outcome is that the meeting participants understand the status of all tasks outstanding as of the end of the previous meeting.
    3. Pre-meeting notes / references: List to task list
    4. Minutes: ...
  7. Topic: First main topic
    1. Leader: Somebody
    2. The desired outcome is...
    3. Pre-meeting notes / references: ...
    4. Minutes: ...
  8. Topic: Second main topic
    1. Leader: Somebody
    2. The desired outcome is...
    3. Pre-meeting notes / references: ...
    4. Minutes: ...
  9. Topic: ... main topic
    1. Leader: Somebody
    2. The desired outcome is...
    3. Pre-meeting notes / references: ...
    4. Minutes: ...
  10. Topic: Last main topic
    1. Leader: Somebody
    2. The desired outcome is...
    3. Pre-meeting notes / references: ...
    4. Minutes: ...
  11. Topic: Matters arising
    1. Leader: Chair
    2. The desired outcome is that the meeting participants have an opportunity to raise new business.
    3. Pre-meeting notes / references: None
    4. Minutes: ...
  12. Topic: Task List
    1. Leader: Minutes Taker
    2. The desired outcome is that the meeting participants are reminded of tasks assigned during the meeting and alert the minutes taker to any missing tasks.
    3. Pre-meeting notes / references: None
    4. Minutes: ...
  13. Topic: Meeting Schedule
    1. Leader: Chair
    2. The desired outcome is that each meeting participant understands the meeting schedule.
    3. Pre-meeting notes / references: List of upcoming meetings or details of recurring meeting schedule pattern
    4. Minutes: ...
  14. Topic: Adjourn
    1. Leader: Chair
    2. The desired outcome is that the meeting is adjourned
    3. Pre-meeting notes / references: N/A
    4. Minutes: Meeting adjourned at HH:MM UTC