OC Meeting Guidelines

Meeting Room

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

1. Click on this link OC Template
2. Then select "File" and "Make a Copy" of the template to OC Minutes Folder
3. Rename File Name "YYYYMMDD OC Minutes"
4. Close "OC Draft Minutes Please Copy" file
5. Follow instructions in red on "YYYMMDD OC Minutes"
6. Copy/Paste Budgets to "YYYYMMDD OC Minutes
7. Copy/Paste from this link the Agenda Items  to "YYYYMMDD OC Minutes"
8. Copy/Paste Correspondence to "YYYYMMDD OC Minutes"

During Meeting

1. Minute the Meeting
2. At end of meeting ask attendees to look over the draft minutes and suggest corrections/omissions

Post Meeting

1. Present Draft to next OC Meeting
2. When approved remove "Draft" from file name and header
3. Download as a PDF
4. 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

* Previous Attendance

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