Committee Secretary Meeting Checklist

The following list is by no means prescriptive, rather it lists a number of tasks that are typically required to ensure meetings run efficiently.

ONGOING MATTERS

§         Keep membership and distribution lists up to date

§         Where possible, plan meeting schedule ahead

§         Check accuracy of distribution labels and/or email addresses prior to each meeting

BEFORE THE MEETING

Administrative Arrangements

§         Schedule meeting dates

§         Book meeting rooms

§         Consider teleconferencing and audio-visual requirements (including PowerPoint presentations)

§         Organise catering (always provide tea/coffee/water)

§         Organise equipment (data show, screen etc) if required

§         Organise teleconference link ups for members unable to attend in person and who wish to participate in the meeting

Preparation of Agendas

§         Source agenda items e.g.

–         Previous meetings

–         Related bodies

–         Chair

§         Send out email regarding submissions for meetings with a time deadline (if required)

§         Prepare agenda

–         Collate agenda items

–         Proof read (get a second opinion if necessary)

–         If emailing agenda, condense agenda into one document (and PDF), not into many attachments

§         Distribute agenda - photocopy/print or email (where possible should be 1 week prior to meeting)

Leading up to the meeting

§         Contact any guests that need to be invited for certain items

§         Provide briefing to Chair prior to the meeting

§         Ensure equipment is in place and working

§         Prepare and distribute any tabled papers to members

§         Provide spare copies of agenda and papers at the meeting

DURING THE MEETING

§         Record attendance and apologies.

§         Take minutes

§         Assist chair as required

AFTER THE MEETING

§         Prepare action list

§         Send thanks to presenters (especially non-members)

§         Prepare minutes as soon as possible after the meeting

§         Send a draft copy to the Chair for approval/amendment

§         After approval, distribute minutes to all members and people on the distribution list (also distribute copies of presentations, after seeking appropriate permission)

§         Send extracts of minutes to relevant people

§         Ensure records are up-to-date