Board of Directors Terms: Consent Agenda

If you're a member of a board of directors, you know that there are a lot of things that need to be taken care of during each meeting. One way to ensure that you're using your time in the most efficient way possible is through the use of a consent agenda. This article will discuss what a consent agenda is, the advantages of using one, how to prepare a consent agenda, when to use it, best practices, common mistakes to avoid, and how to ensure effective decision-making when using a consent agenda.

What is a Consent Agenda?

A consent agenda is a tool used by boards of directors to streamline meetings and focus on the most important matters to be discussed. Essentially, it is a list of items that are considered routine, non-controversial, and can be voted on as a block without discussion. Items that are included on a consent agenda are assumed to be non-controversial and have been vetted by the board prior to the meeting.

The use of a consent agenda can save a significant amount of time during board meetings, allowing members to focus on more pressing matters. It also ensures that routine items are not overlooked or forgotten, as they are all included on the agenda. However, it is important for boards to carefully consider which items are included on the consent agenda, as any controversial or complex issues should be discussed separately to ensure proper attention and consideration.

Advantages of Using a Consent Agenda

Using a consent agenda has several advantages. Firstly, it saves time by allowing members to focus on more important matters. Secondly, it allows for the efficient handling of routine matters, enabling more time to be spent on strategic objectives. Thirdly, a consent agenda is less likely to be missed or forgotten, which helps ensure that important items are addressed in a timely manner. Finally, it demonstrates transparency and accountability by proactively addressing matters that likely would not require discussion.

How to Prepare a Consent Agenda

Preparing a consent agenda requires a bit of planning and organization. Firstly, the board members need to review the agenda prior to the meeting and discuss how many items can be included in the consent agenda. It's important to remember that all the items included on the consent agenda should be straightforward and non-controversial. Additionally, it is important to note when votes need more time for discussion and should be removed from the consent agenda.

Types of Items Typically Included in a Consent Agenda

The types of items that are typically included in a consent agenda can vary depending on the organization. However, some common examples include approval of minutes, routine financial transactions, committee reports, and standard administrative approvals. Any item that is considered routine, non-controversial, and can be handled quickly is likely a good candidate for the consent agenda.

Examples of Consent Agenda Items

Here are some examples of specific items that could be included in a consent agenda:

• Approval of minutes from previous meetings
• Approval of routine financial transactions, such as payment of bills
• Approval of committee reports
• Approval of standard administrative approvals, such as contracts for routine services or purchases under a certain dollar amount
• Reports from board members who attended approved events, such as conferences, workshops, or local events.
• Adoption of new or revised organizational policies, after the board has reviewed them beforehand

When to Use a Consent Agenda

A consent agenda can be used during any meeting where there are a number of items that are routine, non-controversial, and quick to approve. It is particularly useful when there is a large amount of business to attend to during a meeting and time management is paramount.

Best Practices for Using a Consent Agenda

There are several best practices that boards of directors should follow when using a consent agenda:

• Ensure that all board members have reviewed the relevant materials before the meeting in order to identify any items that may not be ideal for inclusion in the consent agenda.
• Clearly indicate which items are on the consent agenda to avoid confusion with items that require more discussion.
• Set aside sufficient time during the meeting to address items that have been removed from the consent agenda for further discussion.
• Ensure that any items that are on the consent agenda are reviewed and approved in a timely manner before the meeting.

Common Mistakes to Avoid When Using a Consent Agenda

There are also some common mistakes that boards of directors should avoid when using a consent agenda:

• Including items that could be controversial or require discussion unnecessarily
• Not setting aside sufficient time during the meeting to address items that have been removed from the consent agenda
• Not providing board members with enough information to make an informed vote on the items that are on the consent agenda
• Not removing items from the consent agenda that may require more discussion based on feedback from the board members

How to Ensure Effective Decision-Making with a Consent Agenda

Finally, it is important to ensure effective decision-making when using a consent agenda. This can be achieved by using the following strategies:

• Ensure that the board members have access to sufficient information about each item on the consent agenda to make informed decisions
• Ensure that all board members have had a chance to review the materials before the meeting to identify potential issues or concerns
• Consider holding an open discussion before the vote for any board member who thinks that an item on the consent agenda requires more discussion
• Ensure that the board members have a clear understanding of what is included in the consent agenda and what items require further discussion or vote.

In conclusion, using a consent agenda can be a useful tool for a board of directors to streamline meetings, focus on important matters, and ensure effective decision-making. As long as it's used thoughtfully and strategically, the consent agenda can be an effective method to keep your meetings running smoothly and efficiently.