Preparing for a Committee Meeting
Preparation for the committee meeting is essential to its success. Laying the groundwork for the task the committee has to accomplish is a function that begins with the chair of the committee and is then carried on by the members, both before and during the meeting.

Work with SDBA staff to develop an agenda to send to all members of the committee. It should include all topics to be discussed at the meeting and should also include the date, location, starting time, scheduled breaks and anticipated adjourning time. Any supporting or background material to further explain or detail the items on the agenda should also be included.

How a Committee Meeting Is Structured
The following is the generally accepted sequence, or order of business that is observed for a meeting:

1. Call the meeting to order
2. Roll call
3. Minutes of the previous meeting
4. State the purpose of the meeting
5. Discuss and resolve agenda items as they appear
6. New business
7. Adjourn the meeting

Select the time and place for the meeting. Meetings should be planned at least 30 days in advance. It is recommended that if possible, the meetings should be in person. Suggested options for meeting locations:

• Committee member’s corporate offices
• Local conference rooms
• SDBA Office in Pierre
• Hotel meeting room

Return to Committee Functions and Operations Guidelines