![]() ![]() You can accomplish this by using one of top simple word document templates for meeting minutes. These days, simple meeting minutes word templates are increasingly popular. The Resource Centre has portable ones you can hire, as well as a range of small PA systems for meetings.Are you in charge of recording minutes at meetings in your company? If so, using a template will help to make the procedure as simple and effective as feasible. Think about having a PA system or an induction loop.Īn induction loop or an infrared hearing system makes sound clearer for people using hearing aids.It may encourage people to come if you offer to pick them up or meet them outside.Think about providing a crèche or organising babysitters.Have someone welcoming people at the door.Try to make the meeting enjoyable – think about making the business brief followed by a social with wine or refreshments.Make sure the minutes show who was nominated, the proposer and seconder for each candidate, the number of votes each person received, and who was elected for each post.ballot paper/pens – depending on how you organise your elections. Thing about the materials that you might need to prepare in advance – e.g.You may want to arrange a neutral person to count the votes.For example: Do you want to have a show of hands or a private ballot? Will it be a ‘first past the post’ election? Decide on your voting system in advance and make sure it is explained clearly at the meeting.get people to sign in as they turn up to the AGM. Take down the names and contact details of people attending the meeting so you can contact them afterwards – e.g.It is particularly important to have clear records of the elections and any changes to the constitution. Organise someone to take minutes of any decisions made at the AGM.Do you need your accounts examined by an independent person before the AGM or will you just have a report from your Treasurer?.You will need to present a report on your finances for the year to your AGM.If you are one of the Resource Centre priority groups we can also design your notices for you, or help you to design them.If you are a group based in Brighton & Hove or Sussex, you can print your notice using the Resource Centre print room.You could include the whole agenda or just highlight one or two items.This should include date, time, duration, venue, and information about the elections of officers.Produce a notice giving details about the AGM and mail all your members.Decide what refreshments you want to provide, and check if there are cups, kettles, and any other equipment you need at your venue.are there any hazards that you need to be careful of? Where are the fire exits? Think about the health & safety of your members – e.g.Ensure that the room will be big enough to accommodate a minimum number of people.could a wheelchair user attend the meeting? For more information on accessibility look at our information on equal opportunities. Think about whether the room is accessible to all your members – e.g.Set a date and time, and the length of the AGM. ![]() Please see our information page Charity Reporting and Accounts. Registered charities should check the Changing your charity’s governing document (CC36) section on the Charity Commission website to see if you need to seek approval before you amend your constitution. If you are a registered charity, you should follow the regulations concerning the Trustees Report and Accounts. How much notice is required if anyone wants to propose an amendment to the constitution?.Do nominations for new committee members have to be taken in advance or can you take them at the meeting? (It is usual to have a proposer and seconder for each nomination).Do the group’s accounts have to be independently examined (or audited) before the AGM?.How many people have to be at the meeting to make it official? (This is called the quorum).Do you have to send the notice of the AGM to your members’ homes?.Who do you have to notify about the meeting?.How much notice are you required to give of the meeting?. ![]()
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