Meeting agreements

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Meeting Agreements
You know your role as a minute-taker and what it involves, but do the meeting participants know what is expected of them? Roles are often neither taught nor discussed, but if each of us do our part, we can have more effective and productive meetings.
In this lesson, we’ll share some excellent tools to use with your meeting chairs, other minute-takers, and participants, to help everyone do their best.
Meeting agreements or guidelines can make a minute-taker’s job much easier, particularly if the chair or several members of the meeting team are new and not aware of their responsibilities within the group. The forms are similar to a contract in that each member has the opportunity to see, in print, what is expected of them. By signing it, each person agrees to carry out certain tasks.
The agreements included here are designed as basic forms that can be easily customized to meet the specific needs of your organization.

The Chair
To ensure that the ABC Committee conducts its business in an efficient manner, I, person’s name, the chair of the committee, hereby promise to do the following:
Give all meeting participants adequate notice of an upcoming meeting.
Prepare a detailed agenda.
Allow all sides of an argument to be heard.
Encourage all members to participate in a discussion.
Restate all motions before a vote is taken and then state the outcome.
Insist that complicated motions and resolutions be submitted in writing.
Avoid sending the minute-taker out of the room during the meeting to run errands.
Permit the minute-taker to take a break when the group does.
Be familiar with the procedures used to govern meetings.
_________________________________________
Chair

 


The Minute-TakerTo ensure that the ABC
Committee conducts its business in an efficient manner, I, person’s name, the recording secretary, hereby promise to do the following:
Notify the chair of any unfinished business, motions, or reports that are due at the upcoming meeting.
Send out all agendas and accompanying material promptly.
Make arrangements for any necessary equipment or refreshments.
Arrive at the meeting at least 20 minutes early.
Be prepared and organized, including having any required photocopying completed.
Alert the chair when a quorum is present.
Provide the organization with objective, accurate minutes.
Be familiar with the parliamentary procedures used to govern meetings.
__________________________________________
Recording Secretary

 

The Meeting Participant
To ensure that the ABC Committee conducts its business in an efficient manner, I, person’s name, hereby promise to do the following:
Read the agenda and all accompanying material, including the previous minutes, before the meeting.
Bring all necessary reports and information to the meeting.
Be prepared to discuss the items on the agenda.
Avoid emotional and tactless remarks.
Address all remarks through the chair.
Put all complicated motions and resolutions in writing.
Listen to the remarks of others with an open mind.
Give everyone an equal chance to speak.
Avoid asking the recording secretary to run errands for me during the meeting.
Be familiar with the parliamentary procedures used to govern meetings.
___________________________________
Meeting Participant