Lincolnshire CVS

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Meetings run more effectively if everyone knows where the meeting is to be held, what is to
be discussed and the start and fnish time. It is good practice to send out an Agenda at least
a week beforehand.
Typical headings for an AGENDA
Date, time and venue of meeting
Apologies for absence
If someone repeatedly fails to attend meetings without good reason, question whether they
should continue. Committee members who do not attend regularly cannot be fulflling their
roles effectively. For charities which are also limited companies, it is against company law to
miss more than a certain number of meetings a year and the member may be automatically
dismissed.
Minutes of last meeting
This allows for corrections, so that the Chair may sign off the minutes as a true record of what
took place. It should be kept on fle for future reference.
Matters arising from minutes of last meeting
This reports on actions that people undertook, and are to carry out by the date of the current
meeting (unless the same subject is also on the agenda for the current meeting, in which
case it should be reported under that item).
Regular reports
E.g. Chair, Treasurer, Secretary and Staff. Any reports which are delivered on a regular basis.
As a minimum, the Treasurer should report briefy on the current fnancial situation, the Chair
or Secretary should report on any events or correspondence and the senior employee (in a
staffed organisation) should report on any minor issues not covered elsewhere in the agenda.
Items for discussion at this meeting
These should have been communicated to the Chair or Secretary in advance. Remember
there is no rule that you have to discuss every single thing anyone suggests if there is too
much to discuss in one meeting, hold some items over until the next one, or refer them to a
sub-committee to discuss and report back to the main committee.
Any other business
This should be limited to minor items of information only. Major items for discussion should
NOT be brought up under Any Other Business. If there is a burning issue which has arisen at
the last minute, the Chair should be informed before the meeting starts for a decision to be
taken as to whether it should be added to the main agenda. This might involve deciding to
defer another item to the next meeting to make room for it.
Date of next meeting
Group Support:
How to write an agenda