Process around meeting organisation

This page documents the management process of meeting documents (agendas and minutes). Each month, many steps need to be taken to ensure the documents and the publicly accessible website are accurate, up-to-date and viewable by the relevant parties. As this is a cyclical process, the 'beginning' is arbitrary.

* print out copies of the agenda of this meeting, the minutes of the previous meeting, the expenditure to be approved (if available) and any important correspondance to be discussed.

* Attend Meeting

* Create an agenda for the next meeting (usually by duplicating the previous one and deleting items that will not repeat.)

* Ensure that minutes of the previous meeting are publicly viewable.

* Edit website to do:

1. Display link to previous meeting's minutes
2. Add an entry for current meeting minutes and “Awaiting approval”
3. Update link to the newest agenda
4. Update date and time (and location if necessary) bodytext of next meeting.

* Paste final printout of previous meeting's minutes into minutes logbook, sign and date.

* Ensure that secretary has created and distributed previous minutes to committee and called for feedback.

* Send email to committee with currently proposed agenda, requesting suggestions for inclusion. Also to remind committee of the date and call for apologies.

* Send email to Tas-Ultimate informing them of an upcoming meeting, with link to the page that contains agenda and all previous minutes. (it's ok if this only happens every second or third meeting)

* Send email to committee with latest (hopefully final) agenda for upcoming meeting.

* Ensure that any corrections to previous minutes have been adopted by secretary, ready for final printing.