55 Meeting Agendas & Minutes
REQUIRED READING
- Agenda & Minutes
- Use the templates pinned to the top of the folder above when creating your agendas and minutes.
- You should save the templates to your device before you make any changes to avoid live editing the template itself.
Meeting Agendas
Agendas should be written and sent at least 2 days prior to every Students’ Council meeting.
- Double-click on the header at the top of the page to add your campus and meeting date.
- Double-click the body of the document to return to editing the agenda. Most of the template body (articles 1-5, 7-8) will remain the same.
- Edit the New Business section to include any relevant business to be discussed during the meeting.
- It is especially important to indicate when a vote is taking place.
- Informing the Council of upcoming votes will help them understand the importance of their attendance at the meeting where the vote takes place.
- Save your agenda as a PDF and add the meeting date to the title of the saved document, to easily distinguish which month it is for.
Meeting Minutes
Meeting Minutes are the official record of the meeting and where all notes from the meeting should be housed. As VP Communications, it is your role to be the recording secretary of all* Students’ Council Meetings.
You may either take notes in your own format and then re-type them into the Minutes template, or use your downloaded Minutes template to add the notes during the meeting.
What to include in Meeting Minutes
Each section (1-8) should be fully completed with as many details as you are able to include. Ensure all important details below are captured at every meeting.
Important Details
All meetings should be as detailed as possible, but must include:
- Time and person who called the meeting to order (1)
- Time and person who adjourned the meeting (8)
Details for each person in attendance should include:
- Student’s name
- Role (class rep/alternate/executive/coordinator/advisor, etc.)
- For Class Representatives, their program, year and cohort should be listed
Important Voting Details
For any votes conducted, the following must be recorded in the official meeting minutes:
- Name + program/class of the student who Made the motion
- Name + program/class of the student who Seconded the motion
- Total votes for and against the motion
- If the vote passed or was denied as per the total votes
*If you are unable to attend any Students’ Council meetings, you will need to arrange for someone else to take minutes for that meeting as well as present your VP Communications report.