5.6.4. Agendas

The purpose of an agenda is to provide a structured outline for a meeting. It helps ensure that all necessary topics are covered, keeps the discussion on track, and promotes efficient time management. Agendas clarify the meeting’s objectives, list the items to be discussed, assign time frames for each item, and often identify participants responsible for presenting or leading specific discussions. By distributing an agenda beforehand, participants can prepare appropriately, which leads to more focused, productive, and organised meetings.

Club should have the following on their agendas:

• Previous meeting minutes
• Actions list
• Statistics
• Member Injuries
• Policies Reviews
• Risk Register
• Governance/ Compliance Issues
• Management Committee Reports
• Safety Issues
• Upcoming events

Processes for agendas

• A call for Agenda items should be sent to all Committee / Panel members as well as any visitors that are required to report to the meeting 21 days prior to the meeting. Standing Committees are to ensure that the Branch office is included in the call for Agenda Items.
• All Agenda items should be received 10 days prior to the meeting being held, giving the minute secretary time to collate the agenda. The following must be included in all Agendas, except those of extraordinary meetings:
  • Attendees and apologies (all meetings)
  • Disclosure of interest (all meetings)
  • Declaration of Confidentiality (if required)
  • Minutes of pervious meeting (extraordinary meetings are exempt)
  • Action matrix (extraordinary meetings are exempt)
  • Next meeting (all meetings)
• Only items that have been sent through within the advertised timeframe and on the necessary agenda item template are to be included.
• General business does not have to be included, however the minute secretary should liaise with the Chair of the meeting.
• Once the Agenda has been collated it should be sent to the Chair of the meeting for review – the Chair has one (1) day to review and approve the agenda.
• The Agenda must be sent a minimum of 7 days prior to the scheduled meeting to all Committee/Panel members, meeting attendees and visitors regardless of whether or not they are attending the meeting.
• Late Agenda Items: Late agenda items can be considered with the approval of the Chair and can be added into section 7 of the Agenda “Urgent Items of Business”.
• Carry Over Items: If an item cannot be addressed at a meeting and has to be “carried over” to the next one, this should be listed in section 6 of the Agenda “Topics” as “Items to be Carried Over”. The item is to be listed as it was in the previous agenda.
• Standing Agenda Items: these are items that are addressed at each meeting and may include items such as statistics etc.
• Safety Share: Members of the Committee are to list any concerns that they have with safety of equipment, members and activities.
• Attachments: should be listed at the end of the agenda.

Tips for Agendas

• Work closely with the Chair to ensure all Agenda items are in place to allow the meeting to flow. The Agenda should act as the run sheet for the meeting, and needs to be accurate.
• Include as much information as possible, specifically when a decision is required at the meeting. This will ensure all members can make an informed decision.
• If a decision or recommendation is required on a matter – all relevant information must be included to give the committee members the opportunity to make a decision with all available information. If a document is a Not for Publication document then this should be noted with instructions on distribution restrictions.
• Please note: that if a Branch Director is required to make a decision then they should be able to show/discuss NFP documents with their Branch President.
• If an item requires an attachment which has not been received then this will need to be noted.