A copy of the minutes should be sent to each Possible after the meeting while it is still fresh in your mind. The minutes the same as that of the agenda. If you can keep it to two hours better still. People will lose interest if it drags on longer than two and a half hours. It is important to keep to time and finish no later than 9.30 if meeting starts at 7.00 pm. Try not to have too many items on the agenda. If this happens, make sure it is on the next meeting agenda as a main item.
It may be necessary to defer some items in this section, if they need more time to discuss them or if they need some research done. (7) Any other business – this is where any other matters can be aired. (6) The Secretary will have been advised about the main matters for discussion before the meeting and have been given any necessary papers (ideally). (5) Treasurer’s Report – Treasurer should prepare a very brief report for the meeting, just detailing bank balance and if there are any invoices waiting to be paid or money expected to arrive. If the matter is being discussed later in the meeting it does not need to be discussed here. (4) Matters arising from the last meeting – This is literally just a report back on anything that anybody was asked to do at the previous meeting. Both names should be noted down in the minutes. One of the committee will propose yes and the proposal will be seconded by another member. (3) The chair should ask if the minutes are accepted as a true record. If they have any problems or comments about those minutes this is where they should mention it and the comments should be noted down. (2) Members should have received a copy of the minutes from the previous meeting. They should give this information when the other apologies are given and it is noted down in the minutes. Some people may have told another member they can’t attend. (1) Apologies – Ideally these will have been notified to the Secretary. (The numbers in brackets refer to the notes below, ignore these when using this document for real.)
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