Dispatching papers 

It is important to call for papers in time for them to be collated and sent to participants with the notice of meeting and agenda.

To ensure that participants have enough time to read the papers before the meeting, it is a good idea to organise the dispatch of the papers so that participants receive them several days before the meeting. Use a courier service if the papers are too late for regular mail. Follow up with a phone call or email to participants letting them know the papers are on their way.

Papers that are not sent out with the notice of meeting and agenda may be tabled late. Late papers can be distributed at the meeting, but this does not allow participants time to consider the issues properly. This can be managed by a policy decision to defer motions on tabled papers until the following meeting.

How do you ensure that the meeting papers are dispatched with enough time for participants to read them? Do you use a courier service? Prepare a short description and post it to the ValleyView Meeting room. Use the topic Dispatching papers. Have a look at the methods others use. Can your method be improved?

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