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Meetings (Giving notice of a meeting (type of meeting (weekly, monthly,…
Meetings
Giving notice of a meeting
letting everyone involved know all of the details of the meeting
prepared by the secretary
sent to people entitled to attend
time frame 14 days or 21 days for extraordinary meetings
format can vary, post, email, wall poster, internet posting, newspaper.
type of meeting
weekly, monthly, general, annual general, statutory, extraordinary, special.
name of company or organisaation
street address where meeting will be held
day and date in full
time
Why do we have meetings
To avoid phone tags
To avoid long emails
talk face to face
to save time
collaborating
the meeting agenda
an agenda is a list of items to be discussed. It is produced befor the meeting and sent out to the people invited to the meeting.
created by the secretary in conjunction with the chairman
given or sent to all members attending
layout
an agenda can be sent out separately after a notice of meeting or it can be combined with the notice of meeting. it should include
name of organisation, type of meeting, street address where meeting is held, day and date, time.
agenda has the following headings
welcome, present, apologies, minutes of previous meeting, matters arising, specific topics from last meeting, correspondence, treasurers report, other reports, general business, next meeting
Things to keep in mind
calling a meeting doesnt have to be a major feat
keep it brief, focused and reach a conclusion
a 15 min meeting is more effective
proxies
a proxy is a person appointed by a member to attend the meeting on the members behalf. It will enable them to vote on behalf of that member. In order to lodge their proxy, the person not attending will need to fill out a form
proxy form
What is a meeting
Where people come together to share their energy, debate ideas and solutions to problems that an individual cant do alone
taking the minutes of the meeting
the minute taker or secretary notes down the important points discussed and writes them up as a document called the minutes of the meeting
block style minutes
indented style minutes
minute theory
created by the secretary
sent to all members
signed off at next meeting
layout