1. Meeting Procedure

2. Why do we keep minutes
Section 50,(1),(b) of the Associations Incorporation Act 2009, states “An association: (b) must keep minutes of the proceedings of its committee meetings and general meetings.”

3. Constitution:
The Constitution of the organisation should contain perameters related to conducting meetings, including:
Types of meetings held including a description, ie: Annual General, Special General, General and Committee meetings.
Other specifications for the meeting:
The size of the Quorum (minimum no. to make a meeting valid)
How to and who is entitled to vote at meetings, etc.
The recommended ASC Constitution can be found on the Agshows Website

4. Meeting Agenda:
A standard agenda for the organisation can be agreed to for use in General and Committee meetings.
Space for additional non-standard topics of discussion to be listed in either Business Arising from Previous Minutes or General Business.
Use the agenda to drive and manage the meeting. Reference to the agenda keeps the meeting on track and gives the attendees an indication of the amount of business still ahead.
Agendas are best circulated to the attendees before the meeting to give everyone the chance to prepare.

5. Purpose of Minutes:
As a record of a meeting the minutes should include the following: Time meeting started. Record of attendees. Record of apologies/leave of absence granted. Minutes of the last meeting – Ratify and deal with any business arising. Correspondence – Record of letters and s received by and sent on behalf of the organisation. Office bearer and committee reports, regular and special purpose. General Business – Business without notice

6. Purpose of minutes (cont.)
Detail the next meeting dates and locations.
Minutes should be an accurate reflection of the business covered by the meeting, including where possible details of discussion leading up to a motion, not just the motion itself.
As a reference source, minutes are often referred to so accuracy is paramount.
It is always a good idea to add an Action List to the minutes after the meeting detailing the actions needed and who is responsible.
All minutes are in “Draft” form until ratified by the meeting. This can be done by agreement feedback from a set number of those in attendance at the original meeting (can be in Constitution or Bylaws), or at the next meeting. Draft means the accuracy has not been confirmed.

7. During the meeting:
There is a fine line between too little or too much discussion on a subject or motion. A judgement call is needed by a Chair when sufficient points and/or objections have been raised. Post the moving of a motion segregate the discussion into 1 For and 1 Against the motion in successive rotations.
It is often necessary for a Chair to short circuit a discussion with a request for “Someone needs to move a motion”

8. During the meeting (cont)
Follow the published agenda where possible. Often a minute secretary will set out the rough minutes using the agenda headings.
An organisation may decide to resolve discussions with a Resolution and not a motion. Provided the meeting knows that a resolution without a mover and a seconder is the outcome. If a motion is called for then a mover, seconder and the actual words of the motion are documented.

9. During the meeting (cont)
All motions are to be read back to the meeting and the accuracy confirmed with the mover and the seconder. Arguments/comments for and against are then explored. After discussion the motion is put and voted on in accordance with the constitution by either show of hands or secret ballot.
A motion can be amended by the moving of an amendment. The amendment cannot be used to defeat the motion only to add or subtract detail.

10. During the meeting (cont)
Once an amendment has been moved and seconded followed by discussion etc. the amended motion is voted on as the replacement for the original motion. If the majority votes yes (the majority percentage should be detailed in the constitution) then the amended motion now replaces the original motion and can be voted on officially. If the amended motion is defeated then the original motion still stands and still needs to be voted on.

11. During the meeting (cont)
While a Secretary does have an input to the meeting it is often hard for them to focus on recording the minutes and not get deeply involved in discussions. The minutes are the most important part of their duties.
Chairs often find it difficult to tread the line between fostering discussion and leading the meeting. A chair should say to themselves “is what I am about to say leading the meeting or adding clarity to the present discussion”.

12. Elections:
Your organisation can decide how often and how to go about an election process. Generally it is important to include in the minutes the names of the nominee and the nominator. You can include a seconder, your choice.
If more than one is nominated for a specific position then a vote is necessary. Either a show of hands or secret ballot. This can be included in your constitution or simply decided by a motion on the day of the election before any positions are filled.

13. Elections (cont)
All current members present should be entitled to vote. Even those nominated for a position. After all they a still members with full voting rights and can even vote for themselves if they wish.
A decision on proxy voting for elections should be also included in your constitution.

14. References: Associations Incorporation Act 2009 No 7
Roberts rules of Order. Parliamentary Procedure for Meetings.