Developing an agenda

Altering the agenda

In a formal meeting, the chairperson cannot alter the order of the agenda without the consent of the meeting participants. A motion to suspend the standing orders to allow the altering of the agenda must be put and carried before the sequence can be changed. Similarly, the addition of other items for business requires notification.

Many less formal meetings contain a specific opportunity to resequence the agenda. Some meetings allow time for altering the agenda after the chairperson's welcome. Other meetings may have a tradition that alterations to the agenda can be put forward under the item, General Business. If you want to it's best to raise the issue as early as possible.

Example
Jenny has some useful input to make to the final agenda item. She has information that may affect the whole proposal. However, Jenny has an urgent appointment and will have to leave the meeting early. She has already cleared this with the Chair. After the Attendance section of the agenda, Jenny requests the item to be considered out of sequence and moved to the top of the agenda, briefly giving her reasons. The Chair checks with the other meeting participants and gains their approval.

The legal requirements of formal meetings do not allow resolutions to be passed on items of business without notice. They do, however, allow for discussion and time for the meeting to decide whether to place the item on the agenda for the next meeting.

Using the material listed in the Further resources section of the ValleyView Library, or after discussion with your colleagues, give some reasons why it is not a preferred option (although it is possible) to alter either the sequence of the agenda or the items listed on the agenda.

Keep a record of your discussions and response.

Use the menu below to continue.

Developing an agenda

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