Meeting agenda & minutes kit
Agenda, minutes, meeting notice and agenda item summary templates for councils, boards and committees, with a guide to what to check against your state's open-meetings rules. Word files that also open in Google Docs.
What's included
- Four Word templates, a filled-in sample and a Read me first guide (zip)
Checked in Word and Google Docs
Every supplied file passed Word’s accessibility checker and was checked after conversion to Google Docs. Includes editable templates, a filled-in example and guidance for your department.
Recheck your finished document after editing and exporting.
Download the kit (zip) — free, no signup
What we checked
- Checked by hand in Word for the web, and after conversion to Google Docs, on .
- The checks covered structure and formatting: headings, the agenda’s numbered list and sub-items, and the roll call table in the minutes.
- Google Docs can’t mark a table’s header row as reliably as Word can. If your minutes have a roll call vote table, the Read me first guide recommends making the PDF from Word if you can.
- These checks cover the supplied documents, not your later edits or any PDF you export.
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Filled in: an example
The meeting agenda template, filled in for the Town of Alder Bend, a made-up town. We added a logo, as most people do. Everything else is the template as it comes. The sample is in the kit too, so you can open it in Word or Google Docs.
The logo sits in line with the text and has alt text, so screen readers reach it in order and describe it.
The page shows: The town's round logo, then the heading “Alder Bend Town Council regular meeting agenda”, the date, time, place and how to join, and a numbered order of business with sub-items for the consent agenda and reports.
What's inside
The first page of each file, exactly as you'll get it. Words in square brackets are where your details go. Select a page to see it full size.
Meeting agenda
Sections: Order of business, Accessibility and accommodations, Language assistance, Meeting materials.
Meeting minutes
Sections: Roll call, Approval of the agenda, Public comment, Consent agenda, Conflict of interest disclosures, Reports, Item [number]: [Item title], Item [number]: [Item title], Closed session, Adjournment, Attestation.
Meeting notice
Sections: Special or rescheduled meeting, Cancelled meeting, Accessibility and accommodations, Posting.
Agenda item summary
Sections: Recommended action, Summary, Background, Options, Fiscal impact, Attachments.
Read me first: meeting agenda & minutes kit
Sections: Before you start, The filled-in sample, Check your local rules, What to delete if you’re not a public body, Keeping it accessible as you fill it in, Posting a PDF, Using Google Docs, Help.
License
Free to use, share and adapt under the Creative Commons Attribution 4.0 International license (CC BY 4.0). Documents you make from these templates are yours: they don’t need a credit line.
If you share the template files themselves, credit them like this:
“Meeting agenda & minutes kit” by Brian Stoffer, AccessiblePress (accessiblepress.com), licensed under CC BY 4.0