Monday, 15 December 2014

Planning Community meetings

Management Committee meetings are more productive if they are planned beforehand. Responsibility for planning the meeting lies with the Chairperson along with the Secretary in smaller organisations, and with the most senior staff member in organisations which employ staff. However all Management Committee members will need to ensure they have read any papers prior to the meeting and have added relevant items to the agenda.

Plan your meetings effectively by....
  • Setting dates well in advance to maximise the number of members available to attend (and sending a reminder notice);
  • Clarifying the purpose or focus of the meeting;
  • Ensuring that staff and financial reports are concise and comprehensible;
  • Ensuring that minutes and agreed actions from the previous meetings are circulated. Click here to download suggested format for Minutes;
  • Ensuring that all papers are circulated well in advance;
  • Agreeing the meeting agenda in advance. 
  • Identifying which agenda items require a decision and which are for information or discussion.
Planning your Management Committee meetings easier if the purpose of each meeting is clear.
Management Committee meetings are for:
  • Monitoring and reviewing progress towards meeting the aims of the organisation;
  • Monitoring financial performance;
  • Ensuring all activities are consistent with the organisation's purpose and mission;
  • Planning annual general meetings;
  • Initiating and reviewing internal and external policy positions and statements;
  • Deciding on management and governance systems and processes;
  • Deciding the most appropriate methods of funding raising and considering applications for funding;
  • Delegating work;
  • Discussing and making decisions on new proposals;
  • Planning for the future and identifying new opportunities;
  • Delegating work; and Deciding on appropriate staffing requirements, staff terms and conditions.
However, each individual meeting may focus on one or two issues. Is there one or more development or proposal which requires a decision? Should the financial report or the staff report be considered early in the meeting because it was at the bottom of the agenda at the last meeting and did not receive sufficient attention.
A well planned agenda should clearly communicate the purpose and objectives of the meeting.

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