The meeting agenda is posted on our online Board document management system 72 hours prior to a regular meeting. Here, you'll discover everything you need to know about board meeting minutes and how to take them with examples and a meeting minutes template.Robert's Rules of Order are more than a decade old, but they shed valuable insight on how to manage your next board meeting agenda. Steps in Making a Motion. Besides motion types, board members are also expected to familiarize themselves with procedures for making motions. The Board allows up to two (2) minutes per speaker per agenda item, and a maximum of fifteen (15) minutes per agenda item. The meeting commences at a.m. , for closed session purposes, in the Council Chambers in the City.