Meetings

Meetings are an important part of the committee's operation. They are an opportunity for discussions about issues affecting the setting and for making decisions in relation to the setting. The people attending the meeting will vary depending on what is to be discussed.

The committee must act collectively with other members to manage the charity (individual members have no powers).

Decisions made about the setting must be voted on by the committee during the meeting. The final decision should be supported by all committee members regardless of how they voted.

A vote during a meeting can only be held if the meeting is quorate. This means that the minimum number of full committee members must be present for a vote to take place. The constitution or governing document should state the minimum number required for your committee.

Committee members meeting

As the name suggests these are for committee members only. During these meetings the key decisions are made. Most committees plan their timetable of meetings for the academic year at the start of the autumn term so that everyone is aware of dates well in advance to ensure maximum attendance.

The constitution should state how many meetings the committee should hold each year. With larger organisations there may be a need to hold more frequent meetings. At a committee member meeting the following should be provided;

An agenda- ( see appendix 3 for an example (PDF) [95KB])
A copy of the previous meetings minutes to confirm that they are a true and accurate record and sign
Treasurers report
A report about the progress the setting is making. This should be provided by the setting manager. Examples of what the report could contain include- staff feedback, number of children on role, is this increasing or decreasing, waiting list details, attendance, issues of concern, plans for future events
Safeguarding should always be a standing agenda item and could include first aid, health safety.

Minutes

A full set of accurate and detailed minutes is vital to record the work of the committee. The Secretary will take detailed minutes of the meeting. The minutes should also include any actions required and who will be responsible for them. All committee members will receive a draft copy of the minutes and will be given the opportunity to suggest amendments.

Where changes are required to the constitution details of the discussion and the vote must be recorded in the minutes. These will act as evidence for the Charity Commission about the changes that the Committee wish to make.

Annual General Meeting (AGM)

An AGM is held once a year. It is a meeting that that all members of the setting e.g. parents and committee members are able to attend and vote in. It gives the committee the opportunity to let members know about the work they have been doing during the past year and how the setting is progressing. It is also the time that a new committee should be elected. The meeting should be advertised 14 days before the meeting to give everyone that wants to attend enough notice to be able to do.

Holding an AGM

Before the meeting

Check the constitution to ensure that the meeting will be run in line with the stated requirements e.g. quorate
Arrange a suitable date and time well in advance
Treasurer to present their report
Check the rules on elections and produce any necessary voting forms

At the meeting

Record attendance and check proof
Have original documents of accounts available
Ensure minutes of the meeting are kept

Extraordinary General Meeting (EGM)

Members can ask the committee to call an EGM if they feel that the aims and objectives of the setting are not being met, where they feel the setting is not being run effectively or an emergency has arisen. For example, lack of funds or closure.

The members can use an EGM to seek explanations from the committee for a course of action, or encourage more discussion on an issue. The constitution should be checked for the number of full members required to request an EGM, and how this should be done. For a charitable company, the law states that a meeting can be requested by 5% of those people entitled to vote at this type of meeting. The EGM can be attended by the same people who are permitted to attend an AGM.