Running a General Meeting

What needs to be done prior to the meeting?

• The meeting must be advertised to the Membership usually a minimum of 14 days prior.
• The meeting notice must include where the meeting will be held and the date & time of the meeting.
• The meeting can be advertised via email, social media, letter, phone or a combination of these. It is important to remember not all members may have social media so ensure they receive notice via other correspondence.

What needs to be done at the meeting?

• Ensure a trusted member is available to take the meeting minutes.
• Call a quorum, this is the minimum number of members (18 years or over) which are required to be present before the meeting can commence. Your Affiliate’s constitution should stipulate the quorum size.
• Run the meeting according to the agenda.

The Meeting Agenda

The agenda is the basis for any meeting and gives direction, structure and purpose to the meeting. The agenda should be drawn up jointly by the Chairperson and Secretary and should be followed, unless the meeting directs otherwise.

The agenda should be circulated prior to the meeting so that members may attend the meeting prepared to make a well-informed contribution.

Basic meeting agenda:

1. Call the meeting to order at least several minutes before the opening. Starting on time is essential.
2. Declare the meeting officially open. This is important as the business of the meeting is recorded in the minutes from this point on.
3. Record all members present.
4. Introduce any visitors or special guests and formally welcome them to the meeting.
5. It is the Chairperson’s duty to ask for any corrections to the minutes of the previous meeting (amend if necessary).
6. Matters arising from the Minutes.
7. List matters to be decided on the agenda.
8. Discuss each matter individually and keep discussion to each individual matter.

Leave all other items of discussion to the end or to General Business.

9. Discuss the time, date and venue for the next meeting to ensure everyone knows the details.
10. Close the meeting make sure the time is recorded in the minutes.

It is important to note general meetings and their agenda will differ between affiliates. For further assistance with your Affiliate’s general meeting(s) contact your State office.