Kommittémöten

Every meeting of the committee in one place on Meetings (under Committee): the agenda, who came, whether it was quorate, the minutes, and the actions that came out of it. On the Standard plan.

Plan a meeting. Choose the kind of meeting (committee, AGM, special general meeting, or a sub-committee or working group), the date, time and place. The agenda starts from the usual one for that kind of meeting; change, add or remove any line. Email the agenda to the committee sends it to every committee member with email notices switched on, with the actions still open listed underneath so matters arising are not missed.

At the meeting. Tick each committee member Present, Apologies or Absent, and add anyone else who came. ModuleFest HallPro counts them against the quorum from your governing document and says whether the meeting was quorate. Write the minutes item by item, and add each action as it is agreed: what, who, and by when.

Afterwards. Email the minutes to the committee, or Print the minutes (or save them as a PDF) for signing. When the next meeting approves them, fill in the date they were approved.

Actions are listed at the top of Meetings until they are done, overdue ones marked. Each owner is emailed three days before an action is due, on the day, and weekly while it is overdue, and the agenda goes to the committee two days before each meeting. The annual report counts the meetings held and how many came.

For example: The October committee meeting is planned on the Meetings screen and the agenda emailed a week ahead. Five of six members come, so it is quorate. Three actions are agreed: Bill will get quotes for the stage heater by the 20th. On the 17th Bill gets a reminder; he adds the quotes to Documents and ticks the action done, and it shows as done under matters arising at the November meeting.

Frågor folk ställer

What is a quorum?
The fewest people who must be there for the meeting’s decisions to count. Your governing document (constitution or trust deed) says what it is. If a meeting is not quorate the minutes say so, and decisions need confirming at the next quorate meeting.

Who gets the agenda and minutes?
Every committee member with email notices switched on, on the Committee screen. Action reminders go to the action’s owner only.

Can an action be for someone not on the committee?
Yes. Type their name instead of choosing a member. They are not emailed reminders, as ModuleFest HallPro has no email address for them.

Where do the signed minutes go?
Print them, have the chair sign them at the next meeting, and keep a scan on the Documents screen under Minutes and agendas.

Why are no reminders sent?
The reminders come in the ModuleFest HallPro Pro plugin, on the Standard plan. Check both are switched on under Settings at the bottom of Meetings, and that the owner is a committee member with an email address.