The Annual Agenda sets out what the board agree to consider and approve throughout the calendar year. This will include routine governance regulatory requirements. It is important that these are actioned at the relevant meeting. It may also cover potential site visits or major project updates.
The Agenda also provides a planning guide for the Executive team to note when directors expect items to be presented.
The Annual Agenda is a tool for the directors to discuss what their focus and goals are for the coming year.
The agenda will form the basis of the board meeting agenda and alert the executive team to what papers need to be written.
When to prepare the Annual Agenda
The Board should approve the Annual Agenda for the coming year early in the second half of the current year. The Annual Agenda should not differ greatly from previous years. It should remain a living document and as the company grows and changes so to should the Agenda.
The executive team can then begin planning for the coming year. Don’t leave the planning until December, many people are focused on the upcoming holidays rather than preparing for board papers. Add the ‘Annual Agenda’ as an item on the Annual Agenda.
Planning the Annual Agenda also allows the board discuss and assess their purpose and agree on how best to steer the company.
Administrative and compliance activities should be spread out over the year so they are not missed or dealt with at one board meeting.
Have the Agenda discussed in depth allows directors to gain control over the contents of the meeting rather than leaving it to the Chair or CEO to decide what will be discussed.
For more information on when to schedule a meeting please refer to Board Annual Schedule.
What to include in the Annual Agenda
Draft will be prepared by the CoSec, with input from the Chair and CEO for discussion by the board to approve.
This could also be discussed at a Strategic Planning day with board and execs
It is important that the board refer to the annual agenda at each meeting to give an opportunity to bring forward an item or suggest a new item for upcoming meetings.