OC Meeting Guidelines
The draft minutes for the next meeting along with all previous Organising Committee minutes can be found at the Library
Preparing for taking the Minutes
Before Meeting
- Save a copy of the OC Template into - OC Minutes Folder - Path /DTE/meetings/oc
- Note - Doing a straight "Save a Copy" saves it to the correct folder
- Rename Template - "YYYYMMDD OC Draft Minutes"
- Follow instructions on "YYYYMMDD OC Draft Minutes"
- Copy/Paste Agenda Items to "YYYYMMDD OC Draft Minutes"
- Copy/Paste Budgets to "YYYYMMDD OC Draft Minutes"
During Meeting
- Minute the Meeting
- At end of meeting ask attendees to look over the draft minutes and suggest corrections/omissions
Post Meeting
- Present Draft to next CC Meeting
- When approved remove "Draft" from file name and header
- Download as a PDF
- Upload PDF to Library/minutes/Organising Committee Folder in the appropriate year ending
Roles
* Chairperson
* Minute Keeper (Use this page as your running sheet)
* Chat Moderator
MEETING AGENDA
Timeline
* Record Time Started
* Welcome to Country
* Appoint Chairperson,
* Appoint Minute Keeper
* Appoint Chat Moderator
* Capture Attendance - Voice Check copied to chat for minutes
* Minutes approved - Share link to any outstanding minutes - Check Here
* Matters arriving the Minutes
* Correspondence ( See Draft Minutes)
* Budgets Applications
* Payments
* Proposed Motions
* Carried Resolutions
* Next Meeting
* Time Ended