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Meetings in progress 
Organise a meeting

A typical meeting

A meeting usually goes along the following lines.

<p>Welcome: The Chair makes a statement welcoming participants.</p> <p>Sequencing of the agenda: This gives participants a chance to move items from their nominated sequence; for example, the meeting may deal with an item out of sequence if the responsible member has to leave early.</p> <p>Attendance and apologies: Names of attendees are recorded. <br /> The apologies provide a record of those who have not been in attendance. An apology can either be accepted or rejected. If it is rejected, the meeting may decide to discipline the member. Some committee rules stipulate that a member shall lose their position if they are absent without leave for more than a specified number of meetings.</p> <p>Minutes of the previous meeting: Minutes of the previous meeting are provided for confirmation by the members who were present at that meeting. This record then becomes binding upon the members. There may be 'business arising' from the previous minutes, such as action that hasn't yet been taken, that will need to be dealt with at this point.</p> <p>Correspondence: Both incoming and outgoing mail should either be read in full or summarised. All correspondence should be available at the meeting for all members to scrutinise if they wish. The correspondence is then 'received' by the meeting.</p> <p>Business arising from correspondence: Information from the correspondence may require a decision to be made or action to be taken. It should be done at this point. <br /> Can you think of any instances when letters might not be received? You may wish to use the material listed in the Further resources section in the ValleyView Library to help you with your research. Post your response to the ValleyView Meeting room, under the topic Letters not received, and discuss with other students.</p> <p>Special business: This is where debate and discussion takes place on motions that have been placed on the agenda.</p> <p>General business: New business or topics not yet covered in the meeting can be introduced here. The Chair calls for 'items of general business for notice'. However, it is important to note that these items can be discussed, but it is standard procedure that they be subjects, not motions. This is a matter of fairness, providing those who wish to make a detailed presentation with the opportunity to do so. It is also fair to give notice to provide absentee members with the opportunity to comment. The members present can discuss the subjects and may decide to include or exclude them from the next meeting's agenda.</p> <p>Next meeting: The Chair or secretary may propose a date for the next meeting, and there may be some discussion as to whether the proposed date is suitable. However, there can be no negotiation if the next meeting is specified by law or the standing orders.</p> <p>Closure of meeting: It is a good idea to end your meeting on a positive note. Participants should feel that their time has been well-spent and that their contribution has been appreciated. The Chair can end the meeting effectively by summarising the proceedings. The summary should be as positive as possible, noting the meeting's achievements and providing a clear indication of where future action is likely. The Chair should then thank everyone for attending, mention any special guests and reiterate the date of the next meeting before closing the meeting.<br /> </p>

 

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