The purpose of formal meeting minutes is to make permanent, official, detailed notes on all major and minor decisions made, and what actions are proposed regarding those decisions. Formal meeting minutes also act as evidence that proper actions were taken in keeping with procedures against any challenge put against any actions. This also inadvertently (or not) acts as protection for the organisation and the people who participated in the meeting because it gives the absolute truth on what was said during the meeting. Stakeholders in the organisation can request meeting minutes, and these would provide them with information on the direction the people want to take the organisation, and gives them ideas on what they want to do with the stakes …show more content…
they hold in the organisation. Formal meetings can’t always be attended by everyone, so the minutes act as a formal record for absentees. The purpose of informal meeting minutes would contain less legal implications, and would be more about informing the reader on any action’s progress in meeting a targeted deadline, for example, a borough wide check on vehicles for sale on the public highway could be halfway completed two weeks before a deadline that could’ve been agreed/set in the first meeting regarding the subject – this would also be found in minutes of that meeting. Informal meeting minutes would also show information updating the reader of any product developments and their stages of development. Meeting records are documents that would show the agenda, minutes, meeting notes, and all related documentation AC1.2: Explain the legal requirements of formal minutes There are legal requirements that formal minutes need to meet.
In regards to content, there is a legal requirement to produce the title or number of the meeting, the date time and location that the meeting occurs and the number and names of attendees present along with any absentees/apologies. There needs to be a confirmation of quorum, details of all decisions made and all actions taken on the back of them. The names of the nominator and seconder should be detailed in the minutes and also the outcome of any voting procedure. Any other significant matter needs to be detailed in formal meeting minutes.
The legal requirements regarding the circulation of minutes are stringent, before going out they need to be approved timely by the meeting chairperson, and they need to be circulated only to those with permission to view them. Most formal meeting minutes must be requested before circulation to people that were not in attendance of the
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meeting. AC1.3: Describe organisational conventions for producing minutes In my organisation the conventions regarding the production of minutes would be to comply with all legal implications mentioned above, and to structure the minutes in the organisational house style, or at least in an acceptable format at the time before producing a minute sheet in the house style at the end of the meeting. Professional language needs to be used throughout, using correct tone and grammar to fully get across the points made by attendees of the meeting, and to clearly and concisely show the process in decision making. Minutes need to be checked for accuracy before going for approval and circulation. AC1.4: Describe the responsibility of the minute taker in a meeting The responsibilities of the minute taker in a meeting include summarising discussions and recording accurate actions made by attendees of the meeting.
They would also have to clarify any points with the meeting chairperson; record the proposer and seconder of all motions brought up, and record all outcomes of any voting that took place in the meeting. It is also the responsibility of the minute taker to record the numbers and names of all in attendance, any late arrivals/early departures and any apologies. They need to check that each item on the agenda is being covered and help spark conversations/decisions by doing so. Alerting the attendees at the meeting to confidential items is important to keep in accordance with all procedures regarding confidential items at the
organisation. AC1.5: Explain why it is important to maintain confidentiality of meetings, discussions and actions It is vitally important to maintain the confidentiality of meetings including all discussions and actions involved in the meetings. Possible confidential information examples could be an organisational strategy discussed in a meeting, an organisations financial situation or manufacturing process regarding a new product, also conversations regarding any potential new customers. The importance of keeping in guidance with the organisations policies regarding confidential items lays within the avoidance of losing any competitive edge against rival organisations, and to avoid risking damage to important commercial interest by leaking confidential information as this would damage the reputation of the organisation to the public but also to stakeholders in the organisation. It is also true that if there has been no lapse in confidentiality it encourages open discussion and unity at all meetings at the organisation and avoiding conflict between staff/attendees. There is also a legal implication regarding confidential information, to comply with data protection regulations. AC1.6: Explain why it is necessary to record who proposed and seconded suggestions and changes It is necessary to record who proposed and seconded suggestions, changes, decisions and actions because this documents who are the drivers behind any organisational decision and who gives weight to the decisions probability of coming to fruition. The key points needed to be recorded would be the motion itself, its proposer, seconder(s) and any resolution. The recording also serves as evidence should anything regarding the motion’s origin is contested.
notices to patients and their families, schedule and lead the meetings. Wishing to be actively involved in the process, I represented nursing along with the charge nurse of the unit and the charge aide.
The Phoenix City Council meeting stood packed with attendees ranging from council men and women, lawyers, (basically elderly) interested citizens, neighborhood representatives, owners of businesses, and many others firm on playing a undeviating role in the due process of local government. The meeting began with an invocation from the pastor of a local church invited to pray by the Mayor Stanton. Then following was a pledge to the flag and then the mayor carries the motion. The Mayor reads for the council while passing them several agendas. This series of formalities set the tone for the arrangement and flow of the summit as a whole. Things steered quickly and professionally thanks to the succinct language of both the City Clerk and the Mayor, who led the agenda of the assembly. In general, each agenda entry was introduced by the Clerk, and then led through the agenda by Mayor, who asked for each item’s approval by the Council. The executive order of the agenda acted mostly as a general guideline, as the meeting swerved from the stated order with relative occurrence. Instead of a stringent order, the items seemed to be litigated first, in terms of how straightforwardly they might be permitted. Entire swathes of application were approved if the Council did not obtain any requests for dialogue concerning the item, and if the Council was expected to endorse the item unanimously. In theory, most of these items had already been hashed out in the various other committees through which any agenda item must pass before reaching the City Council.
Second, the facility should also be able to have meal plans for this group, preferably at least 3 meals a day. Another must haves are meeting rooms, a convention center in the facility or nearby This is definitely a necessity since the whole reason why they would be there is to have their regional meeting. One last need/ expectation is group transportation. This is to help them ...
paperwork, and provide me with an in-depth overview of what the six sessions would consist of;
The Society shall hold regular meetings at a time, place, and manner to be determined by a majority of its members.
During staff meetings, discussions such as absenteeism, tardiness, dress code, and staff involvement are discussed and new ideas or suggestions are presented. If staff are unable to attend meetings, they are responsible for getting the information that was discussed during the meeting. Standards and policies are also discussed. Employees are always given the option to voice their concerns and opinions on how things can be changed for the
From these answers I would hope to glean each board member’s level of commitment to the district as a whole and/or to their specific community within the district. My first “meal meeting” would be with the board president in deference to his/her position. Thereafter I would try to set up meetings with each board member based on their years of service on the board.
Planning the agenda requires understanding what each members need to accomplish by the end of the meeting. The plan has to be straight forward as possible.
On the wall you can have a poster with a series of simple questions about the meetings that take place there. Do you know the purpose of this meeting? Do you have an agenda? Do you know your role? Do you follow the rules for good minutes?
Some of their duties include ensuring their organization adheres to state and federal regulations, supervising teams in the development of solutions to current issues, overseeing all educational programs related to their department and oversees the case management database, particularly regarding patient readmissions, emergency room visits and specialist referrals.
Then a council member would talk about what they recommend the council would do which was mostly emergency legislation. Each topic has a letter from the alphabet assigned to it. For example D was on the Topic of the authorization to enter into an agreement for professional engineering services relative to the Dussel/Salisbury corridor signal program modifications project. A woman called every member of the council by their last name, this is the time either they can say rather the agreed with the topic at hand with a simple yes or no. I noticed how respectful the council was with each other. They all waited for the Mayor to address them with a Mr., a Mrs., or President. They responded with a thank you Mayor before they started talking about the topic. Even though they was respectful they also like to have fun there were a few moments were they laughed. The Mayor also addressed us and explain that they were moving so fast because the topics already went from committees then administer and finally the council votes. The Mayor announced the hearing of the public. This is the time for the member of the community can talk about 3 minutes per
Generally, they would do this task for the whole day or the week. Moreover, they might interview the person with complaints and inquiries and attempt to make the proper outlook or direct them to proper authorities. Also, they might check parking meters for overtime parking violations and issues traffic tickets; directs traffic at intersections; participates in escorting funerals and house-movers for a certain number hours to ensure individuals are following the rules. The life quality factors social support is provided to one another if a colleague needs help in interviewing a person, they are unable to do because they might make an arrest at this specific time. It is important because team work ensures good communication skills and ensures everything is
They have to answer the door and the telephone to visitors and greet them. They have to ask each person what they would like to eat and give them a choice and then serve the food to them and sometimes might need to feed them if they need the help. Some other responsibilities include helping people with medication, making sure every resident is clean and washed regularly, dressed and fed and to clean the premises to a standard that meets the health and safety.
This includes preparing official documents, maintaining files, processing expenses, generating reports for a variety of purposes, and preparing PowerPoint and other presentations. The incumbent provides reception services for the Mayor and ensures that calls and visitors not directly related to the business of the Mayor’s Office are forwarded to the appropriate resource.