Planning and running meetings
During the year there will be a number of different types of meetings that you will have to attend or run. These could be meetings with the council, funders, members of the community or internal meetings.
These internal staff meetings and Management Committee meetings are important as these are designed to help you run your community group.
During these meetings you will make decisions, agree what you will do in the future, talk about the work that you have already done and make sure that your group is doing what it is supposed to be doing.
Your group’s governing document (the Constitution or Articles of Association) will contain the rules around arranging meetings and who can attend and vote.
There are two types of meetings that you need to have during the year: Management Committee Meetings and the Annual General Meeting.
Management Committee Meetings (General Meetings).
- To allow committee members to review the work of the organisation.
- To allow committee members to monitor all resources and finances.
- To allow committee member to make decisions and agree what will be done in the future.
Annual General Meeting:
- To allow your members to hear reports from the Management Committee on the achievements and work of your group over the year.
- To elect the Committee for the next year.
- To make any changes to your governing document e.g. the Constitution.
- Agree on auditors who will look at your finances or solicitors who will work on any contracts you need to put together or sign.
- Pick a date for all the meetings for the year ahead and let everyone know the dates – this will mean you have a better chance of people turning up for the meeting and being prepared.
- Pick a location and time for the meeting that suits most people who will be attending the meeting.
- Agree the list of things you want to talk about in each meeting –this is known as the ‘agenda’. It’s a good idea to have the same agenda for all the meetings.
- There needs to be someone in charge of the meeting to make sure everything that needs to get talked about is covered and that the meeting is kept to time. This person is known as the ‘chair’ of the meeting. If it is a Management Committee Meeting, the chair will normally be the chairperson of the Committee.
- During the meeting ask someone to write a list of everything that is discussed and the things that people said they would do during the meeting – this is called the ‘minutes’ of the meeting. The minutes will have a note of everything that was talked about and agreed as well as the things that people need to do – the actions.
- It’s a good idea to write down who is going to do each action and the date when they will have completed the action.
- At the start of the meeting make a note of everyone who couldn’t attend – these are known as the ‘apologies’.
- Go down the list of actions to find out what has been completed and what hasn’t been completed and if you can, why it hasn’t been completed and when it will be completed if you still think it needs to be done.
- After you have gone through the actions, you can start on the other items on the agenda.
- Send out the minutes shortly after the meeting to everyone who was at the meeting and to everyone who couldn’t be at the meeting – these are called the ‘draft’ minutes.
- Change the minutes if someone tells you there is a mistake or something is missing and send out the ‘final’ version of the minutes. Ask them to check the minutes in case something wasn’t written down correctly.
- Send the agenda and the minutes from the last meeting at least a week before the next meeting.