How to Use a Consent Agenda to Save Time and Focus on Critical Matters

Every local government clerk knows the pressure of preparing for public meetings. Between compiling documents, tracking down reports, finalizing minutes, and meeting legal deadlines, the administrative burden is heavy and constant. The challenge isn’t just staying organized—it’s keeping the entire meeting process running smoothly while maintaining transparency and accuracy.

One proven method for easing that burden and improving government workflows is the consent agenda process. Clerks count on the process for reducing repetitive discussions, avoiding unnecessary delays, and focusing time on important issues.

What Is a Consent Agenda?

A consent agenda, also called a consent calendar in Robert’s Rules of Order, is a tool used to consolidate routine, non-controversial business items into a single group for approval. Instead of voting on each of these items individually, the group is approved with a single motion and vote.

This procedural tool is especially useful for repetitive or procedural items that don’t require further discussion. Rather than bogging down sessions with numerous approvals, a consent agenda helps streamline the flow of business and maintain focus on items that warrant significant dialogue.

How Does a Consent Agenda Work?

The consent agenda process begins well before a public session starts. Municipal staff must identify which items are appropriate for grouping and ensure all supporting documents are shared with decision-makers in advance. Elected officials and board members can review these materials beforehand, ask questions as needed, and arrive at the session ready to make informed decisions.

At the beginning of the session, the presiding officer (such as a mayor, council president, or board chair) asks whether any items on the grouped list require separate discussion. If a member requests that an item be pulled for discussion or a separate vote, it is removed and handled individually later in the agenda. The remaining items are then adopted together by general consent—often without a formal roll call—unless any participant objects.

This process not only saves time but also reinforces a culture of preparedness and efficiency among elected officials, staff, and attendees.

Benefits of Using a Consent Agenda

Implementing a consent agenda process allows municipal clerks and governing bodies to simplify routine decision-making without sacrificing transparency or accountability. By grouping together non-controversial items into a single motion, this process reduces time spent on administrative procedures and helps sessions stay focused on matters that require deeper discussion or debate.

Rather than interrupting the flow of discussion with a series of motions and votes on recurring items, the consent grouping process ensures those decisions are made efficiently and in alignment with how they’ve been handled in the past. The result is a more predictable structure that supports stronger governance.

• Encourages preparedness: With documents shared in advance, members are more likely to review materials before the session begins.
• Promotes efficiency: Reduces time spent on repeat actions like filing motions for recurring or administrative decisions.
• Frees up time for high-priority topics: Boards can dedicate more attention to topics that require meaningful dialogue or strategic planning.
• Improves the resident experience: Shorter, more focused sessions are easier for the public to follow, improving civic engagement and accessibility.

What Should You Include in a Consent Agenda?

The items included in consent agendas typically:

• Are recurring or routine in nature
• Do not require significant discussion or debate
• Have been reviewed in previous sessions
• Are purely informational and require no changes or deliberation

For example, you may include the following:

• Financial summaries
• Committee or department reports
• Staff or board appointments
• Minutes from previous meetings

You should still include these items in official minutes to maintain transparency.

What Should Not Be Included?

It is equally important to understand what doesn’t belong in this section of the agenda. Items that demand discussion, involve large sums of money, or are likely to generate public interest or questions should be kept separate.

Avoid including:

• Controversial decisions
• New policies or ordinances
• Contracts with major financial implications
• Items requiring legal review or public hearings
• Anything staff or council members have not had adequate time to review

Adding the wrong kind of item to the consent agenda can undermine its purpose. Instead of saving time, it can create confusion or mistrust. It’s always better to err on the side of caution and move an item out of the consent group if there’s any uncertainty.

How to Implement the Consent Agenda Process

The effectiveness of the consent agenda process depends on thoughtful planning. Always prioritize clarity, inclusivity, and the public’s trust. Here are some best practices for adopting the process.

1. Create a Standard Process: With your board or council to formalize procedures around grouping and approving routine items. Define what qualifies for the consent section and outline the steps to remove an item if needed.

2. Share Materials Early: Ensure all members receive supporting documents ahead of time so they can review, ask questions, and come prepared.

3. Encourage Pre-Meeting Communication: Board members should feel comfortable reaching out with questions in advance. Clarifying simple issues before the session reduces interruptions and prevents unnecessary item removal.

4. Maintain Transparency: Include the full list of approved items in your published minutes, even if they were adopted with a single motion. The public has a right to know what actions were taken.

5. Use Agenda Management Software: Digital tools can help automate item grouping, packet creation, and public publishing. CivicPlus® Agenda and Meeting Management was designed to support public servants and make this process easier for everyone involved.

Common Questions

How does the consent agenda process differ from regular agenda items?

Consent items are grouped and approved together without additional discussion. Regular items are addressed individually, often following debate and input from the public.

Can an item be removed after the meeting starts?

Yes. Any member of the body can request that an item be pulled from the consent group for separate discussion at any time before the vote.

Do you still need to vote on the consent agenda?

Yes, although it’s a single motion. The group votes to approve all items at once. If there are no objections, the motion can pass without discussion.

Who decides what goes into the consent agenda?

Typically, the clerk or agenda preparer makes the initial recommendations, but the chair and governing board members may review or adjust the list before finalizing the meeting materials.

Simplify Meeting Management and Save Time with CivicPlus

The effectiveness of the consent agenda process multiplies when it’s paired with modern agenda management technology. CivicPlus^® Agenda and Meeting Management helps automate workflows for agenda creation, documentation, and meeting follow-up. The software supports clerks in centralizing communication, tracking changes, and distributing materials from a single platform.

Purpose-built to support governments, Agenda and Meeting Management empowers clerks to manage the end-to-end meeting process more efficiently, from preparing consent items to finalizing minutes. If your municipality is looking for ways to reduce administrative burden while improving the meeting experience for staff and residents alike, check out the fact sheet or take a self-guided tour to learn more.