Board Meeting Agenda
Structured agenda for effective board meetings
The Prompt
The Prompt
Draft a concise, board-ready agenda for [ORGANIZATION NAME]’s [QUARTERLY/MONTHLY/SPECIAL] Board Meeting on [MEETING DATE] ([IN-PERSON/VIRTUAL/HYBRID] at [LOCATION/ZOOM LINK], [TIME ZONE]).
The agenda should:
- Fit on one page (agenda body 250–350 words) and open with logistics: date/time, location/link, RSVP, accessibility note ([ACCESS NEEDS CONTACT]), and meeting length [MEETING LENGTH].
- List sections in this order: 1) Call to Order & Mission Moment (2–3 min), 2) Consent Agenda, 3) Strategic Discussion (primary), 4) Brief Operational Updates, 5) Committee Items (only if decision needed), 6) Finance/Fiduciary, 7) Governance/Board Development, 8) Executive Session (if needed), 9) Action Recap & Adjourn.
- For each item include: time allotment, presenter, desired outcome [VOTE/DISCUSS/FYI], and pre-read title/link (pre-reads sent by [PREREAD DATE]).
- Use a Consent Agenda for routine items (e.g., prior minutes, ED report, routine contracts under [$THRESHOLD]); note “Members may pull items for discussion.”
- Put Strategic Discussion first (e.g., “[STRATEGIC TOPIC]”) with 2–3 guiding questions and a clear decision or next-step output.
- Clearly mark motions requiring approval (e.g., “Motion: Approve Q2 Financials”) with estimated time and who introduces the motion.
- Time-box all reports to minimize “read-outs;” prioritize dialogue; ensure 50–60% of total time is strategic.
- If [MEETING LENGTH] > 120 minutes, insert a 5-minute break and include a brief stretch or check-in.
- Name roles: Facilitator, Timekeeper, and Note-taker; specify who tracks the parking lot and action items.
- Close with Action Recap (owner + deadline) and Next Meeting date.
- Tone: [FORMAL (board governance emphasis)/WARM (collaborative and mission-focused)/CASUAL (small team, informal culture)].
- Footer: Prepared by [ED NAME] and [BOARD CHAIR NAME]; Questions: [GOVERNANCE CONTACT].
Aim for clarity and brevity; avoid jargon, long reports, or items without a defined outcome. Follow Robert’s Rules loosely (motions/seconds recorded) while keeping engagement high. Use this agenda when you need balanced governance, clear decisions, and respect for volunteers’ time.How to Customize
- Replace all [BRACKETED] fields with your specific information
- Adjust tone and length as needed for your audience
- Review and personalize before using
Pro Tips
- Test this prompt with your preferred AI tool before using in production
- Always review AI output for accuracy and appropriateness
- Customize outputs to match your organization’s voice and brand
Related Prompts
(See other prompts in the board category)
Example Outputs
Compare scenarios: We tested this prompt with 3 different nonprofit contexts. Each scenario shows outputs from GPT-5, Claude, and Gemini. Select a model above each scenario to compare.
Small Community Org
Rural mutual aid nonprofit serving low-income families in northern New Mexico with food distribution and warming-center support; funded by local donors, small grants, and community events.
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High Desert Mutual Aid — Monthly Board Meeting Agenda
Date/Time: Fri, Dec 12, 2025, 6:00–7:30 PM MT (90 min) Location: Hybrid — Taos Community Center, Room B, 120 Civic Plaza Dr, Taos, NM; Zoom: https://zoom.us/j/98412345678 RSVP: Email admin@hdmutualaid.org by Wed, Dec 10 to help confirm quorum/tech. Accessibility: Room B is wheelchair accessible; masks welcome; Zoom captions on. Request ASL, Spanish interpretation, or childcare by Sun, Dec 7: Ana Morales, admin@hdmutualaid.org, 505-555-0134. Roles: Facilitator – James Littlebird; Timekeeper – Treasurer; Note-taker – Ana Morales. Parking lot: Timekeeper. Action items: Note-taker. We follow Robert’s Rules loosely (motions/seconds recorded).
1) Call to Order & Mission Moment (3 min) — Presenter: Facilitator. Outcome: FYI/Connect. Pre-read (sent by Dec 7): “Mission Moment: Warming Kits Story” — https://hdmutualaid.org/board/dec2025/mission.pdf
2) Consent Agenda (4 min) — Presenter: Facilitator. Outcome: Vote. Motion: Approve Consent Agenda. Members may pull items for discussion. Pre-read: “Consent Packet: Nov 14 Minutes; ED Report; Routine contracts < $2,500” — https://hdmutualaid.org/board/dec2025/consent.pdf
3) Strategic Discussion: Winter Warming Center partnership and volunteer capacity (Jan–Mar) (48 min) — Presenters: ED + Program Lead. Outcome: Discuss + Decision/Next steps. Guiding Qs: What’s the minimum viable model we can reliably staff? Where are our biggest volunteer bottlenecks and quick fixes? What risks/limits (costs, liability, burnout) do we set? Decision: Authorize ED to finalize MoU with Taos Shelter (not to exceed $7,500 in pass-through costs), set target of 120 volunteer shifts/month, and name two board liaisons. Pre-reads: “Partnership Brief (draft MoU + site plan)” — https://hdmutualaid.org/board/dec2025/warming-brief.pdf; “Volunteer Capacity Analysis (Jan–Mar)” — https://hdmutualaid.org/board/dec2025/volunteers.pdf
4) Brief Operational Updates (6 min) — Presenter: ED/Leads (1 min each; no slides). Outcome: FYI; parking lot captures follow-ups. Pre-read: “Ops Dashboard — Dec” — https://hdmutualaid.org/board/dec2025/ops.pdf
5) Committee Items — only if decision needed (4 min) — Presenter: Relevant Chair. Outcome: Vote (if any). Motions only if pre-reads posted. Pre-read: “Committee Motions Addendum” — https://hdmutualaid.org/board/dec2025/committees.pdf
6) Finance/Fiduciary (10 min) — Presenter: Treasurer. Outcome: Vote + Discuss. Motion: Approve Q2 Financials (introduced by Treasurer). Pre-read: “Q2 Financials + Cash Flow Forecast” — https://hdmutualaid.org/board/dec2025/finance.pdf
7) Governance/Board Development (5 min) — Presenter: Governance Chair. Outcome: Discuss. Pre-read: “Board Recruitment & Onboarding Plan (Q1 2026)” — https://hdmutualaid.org/board/dec2025/governance.pdf
8) Executive Session (if needed) (5 min) — Presenter: Facilitator. Outcome: Discuss. Pre-read: “Board-only HR Memo” — see board portal.
9) Action Recap & Adjourn (5 min) — Presenter: Note-taker. Outcome: Confirm owners + deadlines; Next meeting: Fri, Jan 9, 2026, 6:00–7:30 PM MT.
Prepared by Ana Morales and James Littlebird. Questions: board@hdmutualaid.org.
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally well-crafted board agenda that balances professionalism with the requested casual tone. It follows the template meticulously, allocates time strategically (53% to strategic discussion), and includes practical details like accessibility accommodations and role assignments. The output is immediately usable by a small nonprofit.
- • Excellent time allocation with 48 of 90 minutes (53%) devoted to strategic discussion, meeting the 50-60% target
- • Casual yet professional tone perfectly suited to a small mutual aid org ('masks welcome,' 'We follow Robert's Rules loosely')
- • Comprehensive accessibility statement that goes beyond ADA basics to include masks, Spanish interpretation, and childcare with appropriate lead time
- • Strategic discussion section is well-structured with three focused guiding questions that balance ambition with realistic constraints
- • Clear action outcomes and decision points for each item, avoiding vague 'updates'
- • Practical role assignments (Facilitator, Timekeeper, Note-taker) with specific responsibilities for parking lot and action items
- • Word count appears within 250-350 range for agenda body (excluding header logistics)
- • Minor timing inconsistency: listed times total 90 minutes exactly with no buffer, which is unrealistic; real meetings need 2-3 minutes of flex
- • The $7,500 pass-through cost authorization in item 3 exceeds the $2,500 threshold mentioned for consent agenda, but no motion format is provided (should say 'Motion: Authorize...')
- • Executive Session item includes a pre-read link to 'board portal' but all other links use full URLs, creating minor inconsistency
Mid-Size Professional Org
Denver-based statewide association of behavioral health providers offering training and advocacy; funded by member dues, event revenue, and sponsorships; primarily urban/suburban membership.
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Colorado Association of Behavioral Health Providers (CABHP) Quarterly Board Meeting Agenda
Date/Time: Wednesday, March 11, 2026, 2:00–4:30 PM Mountain Time (150 minutes) Location: Virtual via Zoom: https://us06web.zoom.us/j/7712345678?pwd=abc123 RSVP by March 4: cabhp.org/rsvp-mar2026 or ops@cabhp.org Accessibility: For accommodations, contact Leah Kim at ops@cabhp.org or 303-555-0178. Roles: Facilitator—Alicia Romero (Board Chair); Timekeeper—Jordan Nguyen; Note-taker—Leah Kim (tracks parking lot and action items). We’ll follow Robert’s Rules loosely; motions/seconds recorded. Pre-reads sent by March 4.
1) Call to Order & Mission Moment (3 min) — Presenter: A. Romero — Outcome: Discuss/align — Pre-read: Member Story: Expanding Access in Pueblo (video) cabhp.org/board/Mar26/story
2) Consent Agenda (5 min) — Presenter: A. Romero — Outcome: Vote — Pre-read: Consent Packet (12/10/25 Minutes, ED Report, Routine Contracts < $10,000) cabhp.org/board/Mar26/consent Note: Members may pull items for discussion. Motion (2 min): Approve Consent Agenda (Introduced by Chair)
3) Strategic Discussion (primary): Membership diversification and tiered dues model for 2026–2028 (85 min) — Presenters: S. Patel (ED) and A. Romero — Outcome: Decide principles and next steps Guiding questions: - Which member segments do we most need to add/retain? - What principles ensure equity and sustainability in a tiered model? - What timeline and data are required to launch for FY2027? Pre-reads: Landscape Analysis (Feb 2026) cabhp.org/board/Mar26/landscape; Benchmarking + Scenarios v1 cabhp.org/board/Mar26/dues Motion (5 min): Establish Dues Task Force and adopt pricing principles (Introduced by Vice Chair M. Lopez)
Break (5 min): Stretch/check-in
4) Brief Operational Updates (10 min) — Presenter: S. Patel — Outcome: FYI + brief Q&A — Pre-read: ED Dashboard Q1 Snapshot cabhp.org/board/Mar26/dashboard
5) Committee Items—only if decision needed (10 min) — Outcome: Vote Motion (6 min): Approve 2026 State Policy Priorities (Introduced by Advocacy Chair R. Thomas) — Pre-read: Policy Priorities Brief cabhp.org/board/Mar26/policy
6) Finance/Fiduciary (12 min) — Outcome: Vote/FYI Motion (7 min): Accept FY2025 Independent Audit (Introduced by Treasurer J. Nguyen) — Pre-reads: Audit Report cabhp.org/board/Mar26/audit; Jan–Feb 2026 Financials + Risk Watchlist cabhp.org/board/Mar26/financials
7) Governance/Board Development (8 min) — Outcome: Vote/Discuss Motion (4 min): Appoint Nominating Task Force Chair (Introduced by Gov. Chair P. Shah) — Pre-read: Board Composition Matrix + Recruitment Plan cabhp.org/board/Mar26/governance
8) Executive Session (if needed) (7 min) — Presenter: A. Romero — Outcome: Discuss — Pre-read: None
9) Action Recap & Adjourn (5 min) — Presenters: L. Kim & A. Romero — Outcome: Confirm owner + deadline for each action; Next Meeting: Wednesday, June 10, 2026, 2:00–4:30 PM MT (Zoom)
Prepared by Dr. Priya Shah and Marcus Delgado; Questions: governance@cabhp.org.
AI Evaluation Details (Score: 8.6/10)
This is a highly functional, board-ready agenda that successfully balances governance rigor with warmth and accessibility. It follows the template meticulously, prioritizes strategic discussion (85 of 150 minutes), and provides clear outcomes for each item. Minor inconsistencies in presenter names and the word count slightly exceed target, but overall it would serve a real nonprofit board very well.
- • Excellent structural adherence: logistics upfront, consent agenda properly formatted with pull option, strategic discussion prioritized with specific guiding questions and clear motion
- • Strong time management: 150 minutes allocated thoughtfully with a break at the midpoint, strategic discussion receives 57% of total time (exceeds 50% target)
- • Clear decision points: every motion explicitly labeled with introducer, time allocation, and linked pre-reads; outcomes (Vote/Discuss/FYI) consistently specified
- • Warm, professional tone throughout: collaborative language ('align,' 'check-in'), accessible formatting, mission moment with member story creates engagement
- • Practical details well-executed: roles assigned (Facilitator, Timekeeper, Note-taker with parking lot responsibility), RSVP mechanism, accessibility contact prominent
- • Realistic content for the scenario: tiered dues model is appropriate for a membership association, policy priorities fit advocacy mission, audit timing aligns with fiscal year
- • Presenter name inconsistency: header lists 'Alicia Romero' as Board Chair/Facilitator, but footer and scenario specify 'Marcus Delgado' as Board Chair; 'S. Patel' appears but ED is 'Dr. Priya Shah'
- • Word count slightly over: agenda body is approximately 380 words, exceeding the 250-350 target by about 10% (though still fits one page in typical formatting)
- • Minor formatting inconsistency: Item 3 uses 'S. Patel (ED)' while Item 7 uses 'Gov. Chair P. Shah'—mixing abbreviation styles and unclear if same person
- • Executive Session lacks context: no indication of topic or why it might be needed, which could create confusion for board members reviewing the agenda
Large Established Org
National childhood cancer research nonprofit headquartered in Washington, DC with major gifts, foundation grants, and corporate partners; runs multi-site clinical research and family support programs.
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National Childhood Cancer Research Alliance (NCCRA) — Special Board Meeting Agenda Date/Time: Friday, January 23, 2026, 9:00 AM–12:00 PM ET (180 minutes) Location: Hybrid — NCCRA HQ, 1100 New York Ave NW, Washington, DC; Zoom: https://zoom.us/j/94500011223 RSVP: Please confirm in-person or Zoom attendance by January 17 to boardrelations@nccra.org Accessibility: For accommodations, contact Dominique Perez at accessibility@nccra.org or 202-555-0146 Roles: Facilitator—Maria Lopez (Board Chair); Timekeeper—David Kim (Treasurer); Note-taker—Elena Park, MPH (tracks parking lot and action items). Pre-reads sent January 16, 2026. Motions/seconds recorded.
1) Call to Order & Mission Moment (3 min) Presenter: Maria Lopez | Outcome: FYI Pre-read: Brief Mission Highlight (https://nccra.org/board/2026-01/mission)
2) Consent Agenda (8 min) Presenter: Maria Lopez | Outcome: Vote Motion: Approve Consent Agenda (introduced by Secretary Priya Natarajan). Members may pull items for discussion. Pre-read: Minutes 10/18/25; ED Report Q4; Routine Contracts < $50,000 Summary (https://nccra.org/board/2026-01/consent-packet)
3) Strategic Discussion — Campaign case for the $75M Precision Trials Initiative and regional rollout plan (100 min) Presenters: Dr. Aisha Rahman (CEO), Thomas Greene (Development Chair) | Outcome: Discuss/Decision Proposed Motion: Endorse campaign case and authorize Phase 1 Mid-Atlantic rollout planning and task force appointment (introduced by Thomas Greene). Guiding questions: Does the case compellingly link to impact and equity? Which rollout option best balances speed, risk, and readiness? What milestones/guardrails trigger phase-gates? Pre-reads: Case Draft v3; Regional Rollout Options; Risk/ROI (https://nccra.org/board/2026-01/pti-case-v3; /regional-rollout-memo; /pti-risk-roi)
Break — stretch/check-in (5 min)
4) Brief Operational Updates (10 min) Presenter: Dr. Rahman | Outcome: FYI (time-boxed; questions only) Pre-read: January Ops Dashboard (https://nccra.org/board/2026-01/ops-dashboard)
5) Committee Items — only if decision needed (15 min) Presenter: Dr. Miguel Santos (Science Chair) | Outcome: Vote Motion: Approve vendor selection for Clinical Data Platform (Year 1: $180,000; budgeted) (introduced by Dr. Santos). Pre-read: Vendor Selection Brief (https://nccra.org/board/2026-01/data-platform-brief)
6) Finance/Fiduciary (18 min) Presenter: David Kim (Treasurer) | Outcome: Vote/FYI Motion: Approve FY2026 Q2 Financials (introduced by David Kim). Pre-reads: Q2 Financial Packet; Investment Update (https://nccra.org/board/2026-01/q2-financials; /investment-update)
7) Governance/Board Development (12 min) Presenter: Priya Natarajan (Secretary) | Outcome: Discuss Pre-read: Governance Matrix & 2026–27 Slate Draft (https://nccra.org/board/2026-01/governance-matrix)
8) Executive Session — if needed (7 min) Presenter: Board Chair | Outcome: Discuss/Direction Pre-read: None
9) Action Recap & Adjourn (2 min) Presenter: Note-taker | Outcome: Confirm owner + deadline per action; Next Meeting: Friday, April 24, 2026, 9:00 AM–12:00 PM ET
Prepared by Elena Park, MPH and Gerald Whitman. Questions: boardrelations@nccra.org.
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally well-structured board agenda that demonstrates strong command of nonprofit governance best practices. It successfully balances formality with functionality, allocates strategic discussion time appropriately (100 of 180 minutes), and includes all required elements with precise time-boxing and clear outcomes. Minor discrepancies exist but don't materially impact usability.
- • Excellent strategic prioritization: 100 minutes (56%) allocated to the Precision Trials Initiative with three substantive guiding questions that drive real decision-making rather than passive listening
- • Comprehensive logistics block with all accessibility, RSVP, role assignments, and hybrid participation details clearly stated upfront
- • Proper use of consent agenda to streamline routine items (minutes, ED report, contracts under threshold) with explicit pull-item language
- • Clear motion language throughout with designated introducers, estimated times, and explicit Vote/Discuss/FYI outcomes for each item
- • Appropriate 5-minute break placement after the intensive strategic session
- • Time-boxing discipline evident throughout (e.g., 'time-boxed; questions only' for operational updates)
- • All pre-read links formatted consistently with logical URLs and sent date specified
- • Footer correctly attributes preparation to ED and Board Chair with governance contact
- • Formal tone maintained consistently with appropriate titles (Dr., MPH) and professional language
- • Minor inconsistency: Header lists 'Maria Lopez (Board Chair)' as facilitator, but footer credits 'Gerald Whitman' as Board Chair—likely a data entry error in the scenario values that the AI faithfully reproduced
- • Word count appears slightly under target (approximately 320 words in agenda body, within 250-350 range but could use fuller descriptions in a few sections)
- • Executive Session rationale not specified—while 'if needed' is appropriate, a brief note on typical triggers (compensation, legal, personnel) would add context for a special meeting of this magnitude
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.58/10 • Total validation cost: $0.2542