What are minutes and how do we prepare them?

During a club meeting, you will make several decisions that will dictate the operation of your club. Whenever you aim to finalise a decision, this is called a motion. One member of the executive committee must call a motion and another member must second the motion for it to be finalised. Make sure that neither member has any conflict of interest with the matter being motioned, otherwise the motion is invalid!

During a meeting, the Secretary should be taking notes of every discussion and motion that's moved. After the meeting, they should collate all the information into a set of minutes. Minutes are essentially evidence that the executives of a club have moved motions and settled on a plan that they will action moving forward.

When writing out minutes, you can use the MONSU Meeting Minute Template as a starting point. Make sure to include all the attendees and all the motions from a meeting. Once they have been written up, they should be distributed to all executive members. Minutes are an essential part of all finance processes at MONSU.

What is Quorum?

To have reached quorum in a meeting means you have reached the minimum attendance to commence your meeting. Quorum is defined as 50% +1 of your club executive members. Therefore, if you have 6 executive members, you must have 4 club executives at the meeting for the meeting to be valid. Otherwise, meeting minutes can be contested should quorum not be reached.

What is an AGM and how do I run one?

An Annual General Meeting is a meeting that must be held by all Clubs & Societies once a year. The primary purpose is to elect your new club committee for the following year.

AGMs are to be held late in semester 2 and a guide on holding your AGM is released beforehand. Keep an eye out for an email from the Clubs Coordinator with further details.