Meetings

The Meetings page helps societies schedule, track, and document all meetings including committee meetings, Annual General Meetings (AGMs), and Special General Meetings (SGMs). It maintains a complete record of meeting attendance, minutes, and decisions to meet legal record-keeping requirements.

What You Can Do on This Page

• Schedule committee meetings, AGMs, and SGMs

• Add meeting details (date, time, location, attendees)

• Upload meeting minutes and supporting documents

• Track past meetings and decisions

• Plan and prepare for AGMs

• Record meeting attendance

• Monitor implementation of decisions made in meetings

Key Parts of the Meetings Page

Actions Panel Shows quick-add options for scheduling meetings:

• Add AGM to committee calendar

• Add SGM to committee calendar

Obligations Panel Outlines what the page helps manage:

• Schedule and plan committee, general, and special meetings

• Keep track of meeting attendance, minutes, and decisions

• Plan and prepare for AGMs

• Monitor implementation of decisions

Schedule Meeting Button Quick access button (top-right) to add any type of meeting to the calendar.

Meeting Tabs Four tabs organise meeting information:

• Upcoming Meetings: Scheduled meetings that haven't occurred yet

• Past Meetings: Historical record of completed meetings

• Decisions: Log of decisions made across all meetings

• AGM Planning: Specific tools and checklist for AGM preparation

Common Tasks

Scheduling a Committee Meeting

1. Click "Schedule Meeting" button

2. Select "Committee Meeting" as the meeting type

3. Enter date, time, and location

4. Add attendees from your officer list

5. Include agenda items if available

6. Save the meeting

Adding an AGM

1. Click "Add AGM to committee calendar" in Actions panel

2. Enter the AGM date (must be within timeframe specified in constitution)

3. Add location and start time

4. Attach or note key agenda items

5. Save the meeting

Uploading Meeting Minutes

1. Go to "Past Meetings" tab

2. Find the relevant meeting

3. Click on the meeting to open details

4. Click "Add meeting minutes" or drag-and-drop file

5. Upload the minutes document (PDF, DOC, or DOCX)

6. Confirm upload

Recording Decisions

1. Open a meeting record from Past Meetings

2. Navigate to the decisions section

3. Add decision details (what was decided, who proposed, voting results)

4. Save the decision

5. Decision appears in the "Decisions" tab for tracking

Important to Know

About AGMs:

• Must be held annually within the timeframe specified in the society's constitution

• Typically required within 6 months of the financial year end or as stated in constitution

• AGMs must be properly notified to members (check constitution for notice period)

• Minutes must be taken and kept as part of society records

About SGMs:

• Special General Meetings are called for specific purposes outside the regular AGM schedule

• Usually called to address urgent matters requiring member approval

• Must follow notice requirements in the constitution

About Meeting Records:

• The Act requires societies to keep minutes of all general meetings and committee meetings

• Minutes should record attendance, decisions made, and voting results

• Must be retained for at least 7 years

• Minutes should be stored securely and made available to members as per constitution

About Committee Meetings:

• Frequency is usually specified in the society's constitution

• Quorum requirements must be followed

• Decisions should be properly recorded for accountability

Common Questions

• How often do we need to hold committee meetings? This is specified in the society's constitution. Common practice is monthly or bi-monthly, but check your constitution for specific requirements.

• What must be included in meeting minutes? Minutes should include the date, attendees, apologies, agenda items discussed, decisions made (including voting results), and action items assigned.

• Can we hold meetings online? Yes, if the society's constitution allows it. Many modern constitutions permit virtual or hybrid meetings.

• What's the difference between an AGM and an SGM? An AGM is the regular annual meeting all members can attend, covering standard business like financial reports and officer elections. An SGM is called for specific purposes outside the annual cycle, usually for urgent or special matters.

• Do we need to upload minutes for every meeting? For compliance purposes, yes. The Act requires societies to keep minutes of all general meetings. Committee meeting minutes are also strongly recommended and often required by constitutions.

• How long should we keep meeting records? Meeting records should be kept for at least 7 years as required by the Act. AGM and SGM minutes should be kept permanently.