Meeting Minutes and Agenda


The Office of Alumni Relations will work closely with you to develop an agenda for each meeting. Each agenda should be used in conjunction with the Action Register and contain the following elements:

  • Name of Chapter
  • Location
  • Date
  • Calendar Review – Discuss upcoming events
  • Status Reports – Volunteers who are working on specific events or tasks will report on their progress.
  • Finance Report – Secretary/Treasurer will report on budget status.
  • New Business
  • Assignments – Use Action Register to record decisions and assignments
  • Adjourn

The secretary/treasurer will record notes from each meeting and use the following guidelines to type and submit meeting minutes and Action Register to the Office of Alumni Relations. Meeting minutes should contain:

  • Name of Chapter
  • Location
  • Date
  • Attendees
  • Description of Reports
  • Assignments/Follow Up
  • Miscellaneous Business

 The following are a few tips on agenda use:

  • Include a meeting agenda in your reminder notice a week prior to the meeting – make objective clear.  State date, time, and duration of meeting.
  • Have enough agendas at the meeting for each participant.
  • Put the most important items close to the beginning of the meeting.
  • Include minutes from last meeting.
  • Begin the meeting on time.
  • Stick to the agenda, but be sure to allow for the exchange of ideas.
  • Adjourn when scheduled to do so unless you finish sooner.

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