2Best practice for meeting procedures Prepare for meetingsConduct meetingsFollow-up meetings
3Do Meetings Matter? Why do you think you attend meetings? By attending a meeting you have the chance to have your say in what goes on at your club.Do you think meetings waste your time?Meetings do take up your time however without a means of communication a club can not function.Who should attend a meeting?Any financial member of a club may attend a member however the Associations constitution states that you must be 18 years of age to vote.
4There are only a few types of meetings at Pony ClubGeneral Meeting (usually monthly), Annual General Meeting (AGM) and Special General MeetingManagement or Executive Committee meetingsSub committee meetingsInformation sessions
5Planning for MeetingsVenue – Ensure it is suitable for the number attending.Seating – Ensure that there are enough seats for everyone.Time-frames – Have a time-frame in mind don’t let the meeting drag on all night.Info to be presented and how? – Do you need handouts?How you inform attendees – Via hard copy agenda, agenda?Specific roles of attendees – Who is responsible for what job?
6Successful Meetings Start on time Pre-distribute the agenda Timeframes attached to agenda itemsFocus on objectivesChaired by elected person who clarifies and avoids unnecessary debateAccept apologies for those un-attendeesKept on track by chairpersonResults orientedEnd on time and on a positive noteMinutes are distributed in a timely manner with items to be actioned
7Agenda Statement of the meetings purpose Date, time, place, and locationWelcomeMinutes of the previous meetingMatters of business arriving from previous meetingCorrespondenceReportsMajor agenda itemsGeneral businessDates of next meeting
9At the Meeting Call to order Minutes Business Arising Officer’s reportsCommittee reportsNew businessesSpecial interest programsAnnouncementsAdjournment
10Meeting ProtocolThe style and structure of any meeting will depend on:Its purpose – is this a monthly meeting to keep members up to date or is it an AGM.The number of participants – do you require a larger meeting room for an AGMSpecial needs of participants
11Meeting Protocol Steps to ensure meeting appropriate protocol: Make a list of all people who are expected to attendWhat timeframes are involvedWhat formalities are involvedEnsure all members are aware that the meeting is scheduled.
12Meeting ConfirmationIt’s a good idea to confirm any bookings e.g. venue, equipment etc. a few days prior to prevent mishaps on the day.
13Conducting MeetingsRoles within meetings:Chairperson – what is his/her role? A Chairperson should be well respected and have control of the meeting at all times, they should also be impartial and keep any personal opinions out of the meeting. The Chairperson should steer the meeting through an Agenda and limit the time that speakers have so that the meeting can finish on time.Recorder (minute taker) – what is his/her role? – A minute taker should confer with the Chairperson to ensure that they know what details need to be recorded. They should keep an accurate record of the meeting and follow the agenda where possible.
14Conducting MeetingsParticipants – what is their role? – Should always be respectful of other participants and observe meeting protocol of either standing or raising their hands if they wish to speak and always speak through the chair.
15Conducting MeetingsWhat can be done if a meeting deviates from its planned agenda? If the meeting is deviating from the planned agenda the Chair should guide the meeting back to the correct topic.Who do you think should chair meetings – why? – A Chairperson should be capable of guiding a meeting and keeping things under control.How long should meetings last – why? Meetings should be kept to as short a time as possible, it is easier to get a consensus if people are focused and not bored. It is better to have more frequent meetings than really long meetings.How can you encourage participation in meetings? The Chairperson should remind people that they are part of the meeting process and encourage input.
16Recording Minutes Accurate recording is essential: Provides a transcript of the meetingProvides accurate record of what has been said by whomAllows people to review what they said and committed toCan be referred to in any disputesInforms those members who couldn’t attendUsed to check progress toward completion of actionable items
17Recording Minutes Minutes should include: Items for discussion DecisionsActionsTimelinesPersons responsible for actions
19Follow-up Meetings Before distributing minutes, check for: Suitability of tone and communication style with the ChairpersonReadability, grammar, spelling, etc.Sequencing and structureOrganisational requirementsDiscriminatory languageJargon that may not be understood by all.
20Conclusion:Prepare for meetings – preparation and notifications of meetings is essential to good communication within a club.Conduct meetings – make sure that meetings are professionally run and that all participants have a chance to have their say. Ensure that the meeting keeps to the agenda and runs to projected time frames.Follow-up meetings – it is essential that all actionable items are attended to as soon as possible and followed up before the next meeting.