How to Draft a Board of Supervisors’ Agenda

  • By: Adam Wire
  • February 9, 2023
Board of Supervisors Agenda
Reading Time: 3 minutes

A board of supervisors is a government body, usually on the local government level, that sets policies, oversees budgets, and resolves community issues.

A board of supervisors’ meeting agenda is an essential document that gives clear and concise directions on the topics members will discuss and decide on during the board of supervisors’ meeting.

By following and practicing the foundational principles of drafting a board of supervisors’ meeting agenda and incorporating board management software we’ll discuss in this article, your community’s board of supervisors will be able to resolve issues more efficiently and cost-effectively.

What is a Board of Supervisors?

A board of supervisors is a government body, usually on the county or local government level, that sets policies, oversees budgets, and resolves community-based issues. Some examples of the board of supervisors’ duties include:

  • Enact, amend, or repeal ordinances
  • Appoint personnel to specific positions
  • Authorize the payment of bills
  • Approve budgets
  • Purchase or condemn property
  • Resolve zoning and permit disputes
  • Approve collective bargaining agreements
  • Resolve crime and public safety issues

These are just some examples of the board of supervisors’ many responsibilities to the community. To help meetings run effectively, we suggest drafting a board of supervisors meeting agenda to prioritize the most pressing issues facing the community.

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Drafting a Board of Supervisors Agenda

There are 5 key steps to drafting a board of supervisors’ agenda. Let’s dive in.

1. State the Objective of the Meeting

The first thing to establish is the purpose of the meeting. Is it a committee meeting where issues are brought to the board of supervisors’ attention? Is it a board meeting where you’ll discuss and vote on issues? Or, is it both? A clear meeting objective will help you resolve key issues during the allotted time.

2. Identify Meeting Topics

The key here is to prioritize the most time-sensitive and high-priority agenda items over the mundane. For example, if bills need to be paid in a timely manner, they should appear at the top of the agenda. 

3. Attach the Necessary Documents

With the agenda, include reports and documents that can provide the board of supervisors with facts and evidence to inform the decision-making process. You can include the agenda and documents in a board book and distribute it through a meeting calendar.

We suggest sending materials at least three days in advance so participants can do their own due diligence and research, which will speed up the voting process. 

4. Identify a Point Person on Meeting Topics

Say your agenda items fall under the categories of financial, public safety, and zoning topics. Identify a point person for the financial issues, another for public safety, and yet another for the zoning topics. 

Those appointed members of the board of supervisors will be tasked with being the most informed on those topics, so they can answer any questions the other members have in order to vote fully informed.

5. End Meeting with a Review

Reviewing the meeting before adjournment will remind the participants of discussion topics, as well as key deliverables and next steps. That way, everybody leaves the meeting with clear objectives and next steps to accomplish the initiatives set forth by the agenda.

Then, follow the  review by sending out meeting minutes.  Meeting minutes are the highlights of the meeting, including the issues the supervisors discussed, motions proposed or voted on, and the solutions the supervisors will carry out.

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  • Access and manage all meeting documents in a central hub 
  • Set and receive reminders for upcoming meetings 
  • Provide feedback and vote on initiatives in real time 
  • Keep track of meeting minutes with ease and accuracy 
  • Collaborate with other directors before and after meetings
  • Access board materials from the cloud 

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Frequently Asked Questions (FAQ)

  • What is Typically Discussed During a Board of Supervisors Meeting?

    In addition to voting on motions, the board of supervisors members will give reports based on the committee or department they oversee, such as public safety, housing, etc. 

    Supervisors may discuss updates to old business from prior meetings. In addition, they will address the progression of previous meeting agenda items and provide updates on any progress or resolutions made.

    Some meetings include a public speak-out session so community members can request a resolution to a problem and share commendations or complaints.

  • What Key Topics Should Be on a Board of Supervisors Agenda?

    Key topics that should be on the board of supervisors’ agenda include:

    • Roll call
    • Public speak-out sessions
    • Agenda itemized reports from each supervisor
    • Old business discussions
    • Public comments on items of considerations
    • Agenda itemization of concerns or motions to be voted on

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About The Author

Adam Wire
Adam Wire
Adam Wire is a Content Marketing Manager at OnBoard who joined the company in 2021. A Ball State University graduate, Adam worked in various content marketing roles at Angi, USA Football, and Adult & Child Health following a 12-year career in newspapers. His favorite part of the job is problem-solving and helping teammates achieve their goals. He lives in Indianapolis with his wife and two dogs. He’s an avid sports fan and foodie who also enjoys lawn and yard work and running.