Meetings are to follow a standard meeting format and agenda
- Opening the Meeting
The Chairperson opens the meeting and welcomes S355 committee members and guests.
- Attendance
An attendance is to be taken. The Secretary should list the meeting attendance in the minutes.
- Apologies
The chairperson calls for the tendering of apologies, the Secretary notes the apologies. (Resolve that apologies be accepted - Moved by…………. Seconded by………….)
- Declaration of Interest
Each member of the committee should declare interest in any matter, including bookings, whether it is of a pecuniary or non-pecuniary nature.
- Minutes of the Previous Meeting
The chairperson calls on the secretary to read the minutes, or if previously circulated accepts a motion that they are read (Mover/ Seconder). These become the final minutes of that meeting.
- Business Arising
Secretary lists points made; the decision; and the mover and seconder in each case.
- Correspondence
Read in full upon request by the chairperson or secretary (Resolve that correspondence is accepted – mover, seconder).
- Business Arising from Correspondence
Secretary lists points made; the decision; and the mover and seconder in each case.
- Booking Officers Report
Preferably should be written and circulated, if not the Secretary should note decisions and mover and seconder. If no decisions are necessary, then a motion to accept the reports should be moved and seconded.
- Treasurer’s Report
The Treasurer’s report should be circulated to all members with the agenda, or circulated at the meeting. The report should detail the amounts paid and received since the last meeting. A statement on bank balances should be provided. (Resolve that the treasurers report be accepted – mover, seconder).
- Other Matters/ General Business
The Secretary records the nature of the special business; brief details thereof; any decision reached; and the mover and seconder.
- Next Meeting
The date, time and place of the next meeting should be set and details recorded in the minutes.
Close of meeting
- The Chairperson declares the meeting closed, after enquiring if there is any further business. The Secretary records the fact as: There being no further business the meeting concluded at………p.m.