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A meeting is a gathering of people to present or exchange information, plan joint activities, make
decisions, or carry out actions already agreed upon. Almost every group activity or project
requires a meeting, or meetings, of some sort.

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3he three things that must be notified in the meeting:

a) xate
b) 3ime
c) place

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, also known as protocols, are the instant written record of a meeting or hearing. 3hey
typically describe the events of the meeting, starting with a list of attendees, a statement of the
issues considered by the participants, and related responses or decisions for the issues.

Minutes may be created during at the meeting by a typist or court recorder, who may use
shorthand notation and then prepare the minutes and issue them to the participants afterwards.
Alternatively, the meeting can be audiorecorded or a group's appointed or informally assigned
Secretary may take notes, with minutes prepared later.

It is usually important for the minutes to be terse and only include a summary of discussion and
decisions. A verbatim report is typically not useful. 3he minutes of certain groups, such as a
corporate board of directors, must be kept on file and are important legal documents.

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... is a bunch of people getting together for the purpose of discussing some
subject. Usually a spectacularly inefficient way to get anything decided. In
a typical meeting, 30% of the people are just there to look like busy
managers, 30% don't have a clue about the subject but show up to look
busy, maybe 30% know something about the subject, and the last 10%
really know the subject and will be told to shut up repeatedly as they try to
clarify the issues.

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3he Chairman presides over all full Council Meetings, including the Annual Council Meeting.

He will also attend as many meetings of Committees as possible, civic duties permitting.
 3hroughout the year the Chairman will attend the main civic events such as Remembrance Service,
Council Carol Service, annual Civic xinner etc.

3he greatest number of other engagements in the Civic xiary result from approaches by outside
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groups or individuals inviting the Chairman to attend events. 3hese can be as diverse as 100
birthday celebrations, formal dinners, awards ceremonies, village fetes etc.

Other miscellaneous duties may include hosting civic guests, foreign visitors, school parties, and
other visitors to the Council.

3he Chairman may also choose to raise money for charity through fundraising events.

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3he secretary's role at meetings

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