Organising Meetings

Why organise meetings for your branch, project or campaign?

  • To pass on information
  • To clarify information
  • To communicate with your members and committee
  • To agree decisions/action to take
  • To discuss/generate ideas
  • To check the progress of a project/campaign/plan
  • To evaluate an event

The most common type of meetings are General Meetings, including the Annual General Meeting (AGM) which involves the elected committee and members of the society. General meetings give the members an opportunity to:

  • Ask questions about the work of the committee
  • Hear reports from the committee and other announcements
  • Check on action that was previously agreed upon
  • Put forward suggestions, ideas and policy for discussion
  • Agree the budget

Committee meetings are an opportunity for the branch/project/campaign committee to meet on their own.

For a meeting to be successful, there are things you as a committee will have to do before, during and after the metting. Agenda items must be submitted and then disseminated at least a week in advance so all members have a chance to do some prior thinking about issues to be discussed.

Agendas

An agenda title should give details of:

  • The type of meeting
  • Location of the meeting
  • Date and time of the meeting

1. Apologies

All committee members should send their apologies if they are unable to attend the meeting.

2. Minutes of the last meeting

The mibutes of the last meeting should be agreed as a true and accurate account of the meeting.

3. Matters arising

This is where questions or further information can be raised about items discussed at the last meeting and recorded in the minutes, which will not be raised later on the agenda. Members have the opportunity to question action taken, or development of items discussed at the last meeting.

4. Committee updates/reports (if necessary)

This provides the opportunity for each committee member to give a report on the work they have been involved in since the last meeting.

5. Agenda item 1

Agenda items submitted by members or the committee fit into the meeting here. All items for discussion should be clearly laid out and detailed.

6. Any other business (AOB)

AOB provides the opportunity to discuss items that are urgent but were not submitted to the agenda in time. If a meeting was well prepared, there should be no reason for AOB.

7. Date of next meeting

Always remind people of (or agree) the date and time of the next meeting.

Conduct of a meeting

The Chair

The person who chairs the meeting has an important role to play. Make sure that the chair is aware of what is to be discussed and is familiar with all the issues set out in the agenda. More often than not the branch president/project or campaign coordinator will chair initial meetings until a chair is elected.

The chair of the meeting has to keep order so that everyone feels able to contribute. They also have responsibility to help the meeting make decisions and reach conclusions by suggesting ways of discussing an item or by moving the debate forward.

Ground rules

The committee should agree a set of ground rules so meetings can be carried out in an efficient manner, for example, members should speak through the chair, the meeting should not go on longer than 2 hours.

The Annual General Meeting (AGM)

The AGM must happen each year. For most projects, branches and campaigns the key focus of this meeting is to elect the new committee.

The agenda of an AGM should look like this:

  1. Apologies
  2. Minutes of the last meeting
  3. Matters arising
  4. Branch/Project/Campaign annual report
  5. Election for the committee
  6. Any motions to be discussed
  7. AOB

Nomination forms and proposed motions should be circulated before the AGM with the agenda.

Annual Report

Most branches will have to submit an annual report to their student's union as part of the stipulations of being a SU society. It is also a good idea to give a presentation at the AGM to show local members what you have achieved during the last academic year.

Elections

Committee positions and details of how to apply, should be sent prior to the AGM to give everyone the opportunity to run for a position. Candidates should then be given time at the AGM to present themselves.

Tips for successful elections:

  • All members are eligible to stand for election
  • Candidates should be given a time-limit for their presentation, and time for questions
  • A secret ballot should be used to avoid unnecessary tensions between candidates
  • An impartial party should be present to count votes and oversee the elections

Last updated on Thursday 22 May 2008 at 15:31.