Committee Meetings & Secretariat

Committees should aim to meet once a month where possible; if a face to face meeting is not possible a telekit should be considered. To limit the impact on the business meetings should be succinct and last no more than 1 hour.

The secretary should confirm the meeting is taking place no less than 14 days in advance, advising date, time and venue of the meeting. Confirmation of attendance and agenda items should be requested at this stage. It is suggested that meetings are scheduled as far in advance as possible to encourage attendance, particularly where members have to fit in around diaries.

An agenda should be issued to all attendees within 5 days of the meeting, setting out specific timings. At the meeting, the Chair will need to appoint a minute taker.

The minute taker must ensure that names of all attendees and apologies are clearly recorded, along with any decisions and/or action points. The treasurer should also deliver a finance report at the meeting, giving all those attending an opportunity to raise any concerns or issues.

Minutes of meetings should normally be made available to all attendees, and posted on the notice board within a week of the meeting.