Wednesday, August 19, 2009

Notice and Agenda of a Meeting

Formal Meetings

Ø The rules of the conduct of such meetings are laid down in the Articles of Association and/or Constitution or Standing Orders.

Ø A quorum must be present (the minimum number of people who should be present in order to validate a meeting).

Ø A specified amount of notice must be given to members.

Ø A formal record of each meeting must be kept.

Informal Meetings

Ø Informal meetings are not restricted by the same rules and regulations as formal meetings.

Ø Strict agendas may not be used, especially in brainstorming or discussion sessions.

Ø A record of what took place may or may not be kept.

Notice And Agenda

The notice states the type, place, day, date and time of the meeting. It may form part of the agenda or it may be a separate document.

The agenda is a list of topics to be discussed at the meeting.

The Notice and Agenda are normally combined in one document. The following headings are recommended in a Notice:


A meeting of the Student Welfare Committee will be held in the

Staffroom on Monday, 14 March 200-, at 1400 hours.

The Agenda is the middle portion of the document – the list of topics which are to be discussed at the meeting.

Ordinary Business. Certain items will be included on the agenda of every meeting – these items are called ordinary business, and include:

Ø at the beginning

1 Apologies for Absence

2 Minutes of Last Meeting

3 Matters Arising

Ø at the end

9 Any Other Business

10 Date of Next Meeting

Special Business. At every meeting, there will be special matters to discuss – such matters are called special business and are placed on the agenda after the opening items of ordinary business. When officials (eg Chairman, Treasurer) have reports to present at a meeting, such items are usually placed first after the opening items:

4 Chairman’s Report

5 Co-Ordinators’ Reports

6 Open House – 12 September

7 Washroom Facilities

8 Counselling Sessions

After the list of agenda items, a space is left for signature of the secretary, whose name and title should be shown below, together with the date of issue and a reference.

space for sender’s signature

Alan Richard (Mr) sender’s name and title

Secretary sender’s position

7 March 200- date of issue

RH/AR reference

Example of A Complete Agenda:


A meeting of the Sports & Social Club Committee will be held in the Refectory on Tuesday, 14 May 200- at 1800 hours.


1 Apologies for Absence

2 Minutes of Last Meeting

3 Matters Arising

4 Chairman’s Report

5 Football Results and Matches

6 New Keep-Fit Classes

7 Purchase of Tennis Equipment

8 Annual Dinner Arrangements

9 Any Other Business

10 Date of Next Meeting

R Farrelly


Honorary Secretary “Honorary Secretary” means that the post is unpaid

1 May 200-


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