Purpose of Formal Procedures
Wellstructured procedures give every member a clear understanding of how meetings are run, promote fairness, keep discussions focused, and ensure that decisions are documented and actionable. By following a consistent process, clubs can maximize productivity while maintaining a welcoming atmosphere.
Schedule & Timing
- Regular Meetings: Typically held weekly, biweekly, or monthly, at a fixed day and time.
- Special Sessions: Called for urgent matters; notice must be given at least 48 hours in advance.
- Duration: Aim for 6090 minutes. Longer meetings should be broken into timed segments.
- StartUp: Begin promptly; late arrivals should be noted but not disrupt the flow.
Roles & Responsibilities
| Role | Key Duties |
|---|---|
| Chairperson / President | Calls meeting to order, facilitates discussion, ensures agenda is followed, and closes the meeting. |
| ViceChair / Deputy | Assists the Chair, steps in when the Chair is absent, and oversees subcommittees. |
| Secretary | Prepares agenda, records minutes, manages correspondence, and maintains membership lists. |
| Treasurer | Presents financial reports, tracks dues, and approves expenditures. |
| Members | Participate in discussions, vote on motions, and respect agreedupon rules. |
Agenda Preparation
- Collect items from members at least 48 hours before the meeting.
- Prioritize items: Reports Old Business New Business Announcements.
- Allocate approximate time for each item.
- Distribute the agenda electronically (PDF or email) before the meeting.
- Include a Any Other Business (AOB) slot at the end.
Minutes & Records
Minutes are the official record of what happened during a meeting. They should be concise, factual, and completed within 48 hours of the meetings close.
- Header: Club name, meeting date, time, and location.
- Attendance list, noting any absences.
- Summary of each agenda item, including motions, who moved and seconded, voting results, and followup actions.
- Signature line for the Secretary and, if required, the Chair.
After approval at the next meeting, minutes are archived in a shared drive and a copy is emailed to all members.
Attendance & Quorum
A quorum is the minimum number of members that must be present for the meeting to conduct official business. The clubs constitution typically defines this number (e.g., 50% of active members or a fixed minimum).
Steps to verify quorum:
- Take rollcall at the start.
- Compare present members to the quorum requirement.
- If not met, the meeting may proceed as an informational session but no formal decisions can be made.
Conduct & Decorum
Effective meetings rely on respectful interaction:
- One speaker at a time: Use a handup system or a virtual raise hand feature for online meetings.
- Stay on topic: The Chair gently redirects offtopic remarks.
- No interruptions: Members listen fully before responding.
- Use of motion language: I move that, I second that.
- Voting: Voice vote, show of hands, or secret ballot as defined by the clubs rules.
FollowUp Actions
After the meeting, all agreed actions must be tracked:
- Assign a responsible member for each action item.
- Set clear deadlines.
- Record items in a Action Tracker spreadsheet accessible to all members.
- Review progress at the start of the next meeting.
Regular review ensures accountability and demonstrates that meetings lead to tangible outcomes.
