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 Caulfield.

Remember that minutes are an official document of your club and on request can be accessed by any paying member.

 

What is Quorum?

Quorum is the minimum number of members that must be present at any of its meetings to make the proceedings of that meeting valid.

At MONSU Caulfield,  to meet quorum at your executive meetings you must have 50% +1. Therefore if you have four executives, you must have three present.

During your AGM or SGM Quorum is met by having 10 members of your club present. If you have less than 10 members, all members must be present.

 

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 and to show your members what the club has achieved in the past year and any future plans.

AGMs are to be held in semester 2 between weeks 8 & 10

Please see the AGM guide located on the Club Resource page to learn more or email the Student Development Coordinator at club.support@monsu.org.