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--- general_meetings:agm [2020/01/21 21:59] – [Voting Procedures] matt
+++ general_meetings:agm [2020/01/21 22:01] (current) – [Meeting Minutes] matt
@@ Line 77: / Line 77: @@
 ===== Meeting Minutes =====
-Minutes of meetings should be prepared by the recorder (who is appointed by the Council meeting preceding the AGM). The Minutes should include:
+Minutes of meetings should be prepared by the recorder (who is appointed by the Council meeting preceding the AGM).
-  * details of those present
-  * apologies for absence
-  * any matters arising from previous minutes
-  * reports to Council from Executive, Officers and appointees (which should be attached to the minutes)
-  * details of discussions on specific issues, points raised and decisions taken including, where appropriate, records of votes for and votes against.
-  * a means of indicating actions to be taken outside of the meeting, such as an "Action Log".
-Minutes and other papers should be distributed as soon as practical after meetings.  In the interests of effective communication, it is considered good practice to distribute Draft Minutes, before they are accepted by the next meeting, rather than waiting a full year for fully Approved Minutes. Before publication, the Draft Minutes should be agreed by each of BCA Executive. However, in the event that this is not possible within one month of the meeting, the Secretary should ask another Council Member, or Members, to check them before publishing.
+**Minutes of meetings should include:**
-On publishing Draft Minutes the Secretary should send them to:
+  - Date, time and location.
-  * all [[council:members|members of National Council]]
+  - Details of those present.
-  * anyone listed in the attendance list for that meeting.
+  - Apologies for absence.
-  * any other person or organisation the Secretary or another Council Member feels may have an interest. Currently this includes: the Secretaries of the Regional Councils and Constituent Bodies, plus the FODCCAG Secretary.
+  - Any matters arising from previous minutes.
+  - Outcomes of any actions from the previous meeting.
+  - Details of discussions regarding the reports including a record of their acceptance. The reports themselves may be attached or included within the minutes, or they may be included in a separate document available alongside the minutes.
+  - Details of discussions on specific issues, points raised, and decisions taken including, where appropriate, records of proposers, seconders, votes for and votes against.
+  - A means of indicating actions to be taken outside of the meeting, such as an action log; it is suggested to include this clearly at the end of the minutes.
-A copy of all Draft Minutes should also be added to the relevant section of the BCA website, ensuring that any Draft Minutes are clearly marked as such, both in the document itself and on the website.
+Minutes and other papers should be distributed as soon as practical after meetings, but within eight weeks maximum. Before publication, draft minutes should be agreed by at least two participants, ideally one of which being a member of BCA Executive. The minutes may be reviewed by anyone the minute-taker feels appropriate to ensure their accuracy.
-Only in the event of significant changes being made at the following Meeting, should approved Minutes also be distributed as above, although they should always be updated on the BCA Website.
+**On publishing draft minutes, the Secretary should:**
+  - Upload them to the BCA website, ensuring clarity that they are a draft.
+  - Ensure a prominent notification that the draft minutes are available is placed on the BCA website and broadcast via relevant email, social media and in the next edition of the newsletter where possible.
+Minutes must be approved at the next AGM. Only in the event of significant changes being made should approved minutes also be broadcast as above, although they should always be updated to a ‘final’ document on the BCA website.
 ----
-//Formally adopted at 2012 AGM. Last review: 11/06/12//
+//Formally adopted at the January 2020 Council Meeting. Last review: 11/01/20//