; Committee Meetings

Management Committee Meetings

Generally, management committees should aim to meet between three to six times per year. Sometimes, depending on the circumstances, this may not be appropriate and more or less meetings may be required. Each meeting though should have a clear purpose and the members should be made aware of this in advance (it is the responsibility of the Secretary to send out the agenda and any papers in advance).

The election of management committee members typically happens at the Annual General Meeting where names are put forward and all eligible members of the group have a vote. Your Constitution should clearly outline this process.

There is no such thing as a typical agenda for management committee meetings. However, the agenda should deal with matters relating to the day-to-day running of the group, as well as allowing members the opportunity to raise important issues with the committee. Items for inclusion on an agenda might include :

  • Apologies received for absence
  • Minutes from previous meeting
  • Matters arising from the minutes
  •  Correspondence
  • Sub-committees reports
  •  Forthcoming Events
  • Any other business
  • Date and place of next meeting

Minutes of Meetings

Keeping a record of meetings and decisions allows you to check back on who said they would do what. Commonly called 'minutes', these should be kept for every formal committee meeting. However, it is also advisable to keep them for any meeting in which discussions or recommendations have been made. They don't have to be pages long but as a minimum might include:

  • who was there
  • any apologies
  • action that has taken place as a result of the last meeting
  • notes about what happened during the meeting
  • details of decisions taken including a note about who has agreed to take any future action

The minutes should then be stored, preferably in date order, so that they can be referred to at future meetings. It is good practice to circulate the minutes to the members of the committee as soon after the meeting as possible.

Annual General Meeting

One of the main ways that youth groups can monitor how well their management committee has performed is by holding an Annual General Meeting ( AGM ). The AGM provides an opportunity to review the work of the group over the previous year and also to look at the group's finances.The AGM is also often the place where groups elect new members to their management committee or appoint replacements for those who have stood down.

Elections can take different forms and details of how and when committee members can be elected or removed will usually be laid out in your group's constitution.

AGM's can also be used to celebrate and promote the work of the youth group and you may wish to invite a local councillor, MSP or celebrity to speak at your event. You may also wish to hold your AGM as part of a bigger event, in which case, you may wish to seperate out the 'bussiness' part of your AGM from other activities. Involving young people in your AGM can also make the event more interesting and can also help to showcase the postive work that you do with young people.

 

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