Informal Business Meeting Minutes

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There are a number of procedures that are required, for example: • The Annual General Meeting must be held once in every twelve-month period and within three months of the close of the Club’s financial year • A Club must hold its first annual general meeting within 18 months of it been set up • Club members are required to meet annually and the management committee must meet every 4 months (3 times a year) • General meetings may be held at any time during the year.. The Agenda: • An agenda is a list of the things that will be discussed at the meeting • The agenda shows who will speak about each item and sometimes even how long it may take to talk about each item • People who will attend need to have the agenda before the meeting so that they know what will be discussed • Some important items will come up at every meeting and will be included on each agenda • At the beginning of the meeting each agenda item should be referred to and some explanation given if necessary • At the end of the agenda, there is usually a section for ‘General Business’.. Practical Things: • Will everyone at the meeting be able to see each other • Are there enough chairs • People will prefer to have some personal space is there somewhere to put papers etc • Will a circle or square be the best arrangement • Water, tea, coffee and/or biscuits available during the meeting • Make sure that all necessary information papers are available for people at the meeting • Are there pens and paper if they are needed during the meeting • Make sure there is adequate heat and ventilation.. Minute by Minute • Listen • Make sure that everyone has an equal chance to have a say • Check that everyone understands what is said • Summarise the information when necessary • Keep the meeting moving – if something is taking a long time check with the group about this • If conflict arises try to ensure that everyone has a chance to say or express what he or she feels – encourage everyone to listen • Ask people to stick

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