[Fair name] Board Meeting
Date: [Meeting date]. Time: [Start time]. Place: [Meeting place]. Notice of this meeting was posted on [Date notice was posted].
Public fair boards may be subject to state open-meetings and public-records laws.
Agenda
- Call to order by [Board president name], board president.
- Roll call and quorum. The secretary records who is present, who is absent and whether a quorum is present.
- Changes to the agenda. Items added now are listed in the minutes with the reason they were added.
- Public comment. Each speaker gives a name and topic. The board listens and may place the topic on a later agenda.
- Minutes of the last meeting. Corrections are noted, then the board votes to accept them.
- Treasurer's report. Money in, money out and account balances since the last meeting, with bills to pay.
- Fair manager's report. Grounds, staffing, contracts signed and dates coming up.
- Committee reports. Sponsors, vendors, livestock, exhibits, entertainment, grounds and safety, as your board uses them.
- Old business. Items carried over from earlier meetings.
- New business. Items listed on this agenda in advance.
- Closed session, only if your state's law allows it for the topic, with the reason stated in open session first.
- Next meeting date, time and place.
- Adjournment.
Minutes
Called to order at [time] by [Board president name]. Members present: [names]. Members absent: [names]. Others present: [names]. A quorum [was / was not] present.
Motions and votes
| Motion | Made by | Second | Yes | No | Abstain | Result |
|---|---|---|---|---|---|---|
Reports and discussion
Write a short summary of each report and discussion: who spoke, the main points and any decision. Minutes record what the board did, not every word said.
Action items
| Task | Who | Due date |
|---|---|---|
Before you file these minutes
- Every motion lists who made it, who seconded it and the vote count
- Any member who stepped out of a vote because of a conflict of interest is named
- Treasurer's report is attached
- A closed session, if held, lists its legal reason and the time it started and ended
- Draft minutes go to members before the next meeting
- Accepted minutes are filed where the public can ask to see them, if your state's law requires it
Adjourned at [time]. Minutes taken by [Board secretary name], board secretary.
Board secretary: [Board secretary name]
Date
Board president: [Board president name]
Date
A starting draft, not legal advice. Have your attorney or agency review before use.