As board of directors evaluate the quality of their board meetings, one method to ensure adequate time for generative discussion would be the use of the consent agenda. A consent agenda is a meeting practice which groups routine committee reports, board meeting minutes, and other non-controversial items (which do not require discussion or independent action) as one agenda item. Depending upon the health center, this can free up anywhere from a few minutes to almost a half hour of the meeting for more substantial discussion on items requiring strategic thought, decision making or action. Items commonly found on consent agendas include, but not limited to:

• Minutes of the previous meeting
• Committee reports
• Informational materials

A consent agenda has both benefits and challenges. The following pros and cons may be useful as health centers evaluate whether to implement this type of agenda:
Pros

• Increases Meeting Efficiencies: Consent agendas allow the board of directors to quickly approve routine items, which frees up time to discuss more complex or strategic matters.
• Promotes Better Preparation:  For a consent agenda to run smoothly, all board members must attend board meetings prepared. This means that the board packet should be provided to the board of directors ahead of time (at least 5-7 days in advance). Board members should read and prepare in advance, thus allowing more informed discussion and improving decision making.

Cons

• Limited Discussion Can Lead to Oversight: Although items are grouped into a consent agenda, the consent agenda does not replace the oversight and discussion required by the HRSA program requirements. It is important to remember that any board approval required by HRSA does not go onto the consent agenda.
• Can Lead to Reduced Transparency: When items are approved without discussion, it may give the impression that the health center is not fully transparent. Health centers can reduce this perception by evaluating what is included in the consent agenda. Every item must be genuinely routine and ensure that if board members have questions or concerns regarding that item, they should be pulled out of the agenda and discussed thoroughly.

To utilize a consent agenda correctly, health centers should implement the following best practices:

1. Clearly Define the Criteria: Create a policy on the purpose of the consent agenda, items to be included, the process on how the agenda is used, and the procedure if items must be pulled and discussed. Evaluate the use of the consent agenda on a regular basis to determine if it still works for the health center.
2. Create a Culture of Accountability: Every board member must commit to reviewing the agenda and board packet prior to the board meeting. This allows everyone to be prepared and able to identify issues if necessary. If there is a concern, the board of directors must allow board members to remove an item from the consent agenda for discussion. This flexibility ensures that all voices are heard and documented in the meeting minutes.
3. Provide Ample Documentation: The board packet should contain all information and supporting documentation to help board members make informed decisions without a detailed discussion on each item. Again, it is important to remember that any motion of approval related to the HRSA program requirements are not in the consent agenda. Those items must be discussed and documented in the meeting minutes.

Consent agendas can be a valuable tool for streamlining meetings and ensuring efficient use of time. However, they require a commitment to preparation, transparency, and accountability to be successful. By weighing these pros and cons and implementing best practices, each health center can decide if a consent agenda is the right approach for their meetings.