Clubs are places which are designated for entertainment or social activities of people. These places have requirements which are similar to businesses because they handle different types of cultural and social activities for the benefit of people. They too need to hold meetings at regular intervals to brief their members of upcoming events or to discuss financial matters. Having a club meeting agenda is perhaps the best way for them to go ahead with the meeting.
Club meeting agendas invariably need to be written well ahead of the scheduled date and time because members of the club only visit the location after they have completed their everyday activities. This means that members of the club can either be contacted when they are present at the location or individually, and therefore they need the time to prepare for the meeting with any questions they may have before attending it.
Conducting meetings without an agenda is a waste of time. It wouldn’t make sense to any member to walk into the boardroom without a clue of what the meeting is about. On the contrary, clubs which prepare a meeting agenda beforehand will be ensuring that the objectives of the meeting are achieved by setting the right tone with the club meeting agenda.
Club meeting agendas are normally sent to the members of the club and not to nonmembers who may not be able to contribute in any way to the subject which may be discussed. Members of clubs are generally aware of the kind of institution they are participating in and have full information about the subject which may be discussed. They are the people who can offer suggestions, raise objections and even make contributions which will help to manage the club better.
Clubs of all types have members of different types and catering to a diverse set of people needs assistance from a reliable employee who is well-versed in the art of managing the needs of people. A long-standing employee of the club is perhaps the best person who can be assigned the responsibility of preparing the club meeting agenda. The board members of the club can provide suggestions of how the agenda should be created.
Having understood how vital it is to create a meeting agenda of any kind it is also essential to ensure that the agenda will result in maximum utilization of time by remaining focused on the key components.
Points to consider while drafting Club Meeting Agendas
- As a club meeting is generally held in the club itself, the agenda just needs to contain the date and time of the meeting.
- The key components of the subject being discussed must be mentioned.
- The minutes of the meeting must be recorded and a copy of the minutes of the previous meeting must also be present during the meeting.
- Any matters raised beyond the components mentioned must be recorded by the secretary of the club in the minutes.
- Questions on matters unrelated to the meeting can be scheduled for the next meeting of the club.
- A club meeting agenda can be displayed on the noticeboard of the club where it becomes viewable for the members conveniently.
Members of clubs attend meetings in their spare time and are usually not interested in discussing inane matters. Therefore an attempt must be made to conclude the meeting within the shortest possible time.
Example of Club Meeting Agenda 1
[From Name of the Club],
- Call to Order issued by the chairman of the president of the club to commence the meeting.
- The singing of the national anthem and a pledge to the flag.
- Special reflection.
- Introduction of new members and visitors.
- Minutes — the secretary of the club reads the minutes of the previous meeting and after that continues making notes of the present meeting as a record for the minutes.
- Officers reports — officers of the club including the president, vice president, secretary, and treasurer present reports of the club during the meeting.
- Pending business — the president of individual club committees present items discussed at the previous meeting that need to be discussed further.
- New business — the president presents the topics for discussion.
- Committee reports — the chairman of every club committee informs the club of the activities the committee has been involved in.
- Club program — special invitees may be called to speak about a topic of interest.
- Announcements — the president or club members may share information with other members about forthcoming events and activities.
- Adjournment — the president moves to adjourn the meeting and close it.
Example of Club Meeting Agenda 2
[From Name of the Club, Date And Time of The Meeting],
1) Call to order by the president to commence the meeting.
2) Approval of the minutes of the previous meeting [minutes to be distributed in advance for the review asking for any objections to the meetings. If no objections are raised the minutes are considered as approved].
3) The introduction of any guests.
4) Updates of forthcoming events as well as items of interest from any board members.
5) Discussion of any pending business.
6) Discussion of any fresh business.
A club meeting agenda is always precise and to the point, because the members are participating in the meeting after a long day at work. They would not have the time to discuss irrelevant subjects which may not serve any purpose. The best way to make a club meeting successful is to have an agenda which provides the list of items that need to be addressed in the meeting by giving it a meaningful direction. Preparing a club meeting agenda can seem like a challenging task for an individual who may not have the experience in such matters. However, the examples mentioned above clearly indicate how it should be created to derive maximum benefits from the participating members.