Procedures At Meetings

Annual General Meetings General Committee Meetings Finance Committee Duties

General Committee Meetings

General committee meetings are the working meetings of the club. They provide the forum for overseeing day-to-day operations, monitoring finances, and dealing with matters arising between general meetings. While they are usually less formal than an AGM, they should still be conducted in an orderly manner and in accordance with the club’s rules.

Example order of proceedings

  1. Minutes of the previous meeting
    The minutes should be read by the Secretary and, if agreed as a correct record, signed by the Chairman.
  2. Finance Committee report
    This report should provide a clear snapshot of the club’s financial position and would normally cover:
  • receipts and payments since the last meeting;
  • cash in hand;
  • details of accounts outstanding;
  • steward’s stocktake; and
  • confirmation that the cash book has been reconciled to the bank statement.
  1. Accounts for payment
    All accounts payable should be presented, checked and approved by those responsible before payment is authorised.
  2. Stock report
    A report should be given on the condition of stock held, including any surpluses, shortages or matters requiring attention.
  3. Election of new members
    Applications for membership should be considered and approved in accordance with the club’s rules.
  4. Reports
    Reports may be presented by:
  • the Secretary;
  • sub-committees; and
  • delegates attending external meetings.
  1. Correspondence
    All correspondence received since the previous meeting should be reported, read where appropriate, and any necessary action agreed.
  2. Matters arising from a General Meeting
    Any business arising from a General Meeting that requires committee consideration should be discussed under this heading.
  3. Motions
    Motions properly brought before the committee should be discussed and decided in accordance with the club’s procedures.
  4. Any other business
    Routine or minor matters may be dealt with under this heading. However, significant issues should normally be raised in advance and included on the agenda to ensure proper consideration.

Final note

Although committee meetings are less formal than general meetings, good structure and discipline help ensure that decisions are clear, records are accurate, and meetings are effective rather than protracted.   A well-run committee meeting is one of the strongest indicators of a well-run club.