Committee Meeting Agenda & Minutes Template
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Management
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Meeting Purpose & Scope
Outline the objectives of the session (e.g., strategic oversight, project steer, policy approval).
Call to Order & Quorum Verification
Chair officially opens the meeting, confirms attendance and notes whether quorum requirements are met.
Approval of Previous Minutes
Review and approve the minutes from the previous meeting, noting any corrections.
Chair's Report
Chair provides a brief overview of developments since the last meeting.
Committee Reports & Updates
- Sub‑committee leads share progress, challenges and recommendations.
Old Business
Discuss outstanding items carried over from previous agendas and update their status.
New Business
Introduce new agenda items submitted by members prior to the meeting.
Motions & Voting
Record each motion, its proposer and seconder, and document the voting results.
Financial / Budget Review
Review financial statements, budget variances and funding approvals relevant to the committee's remit.
Risk & Compliance Considerations
Identify key risks, compliance requirements and mitigation plans.
Action Items & Assignments
- Assign owners and due dates to each agreed action, ensuring accountability.
Next Meeting & Adjournment
Confirm the date/time of the next meeting, summarize key takeaways, and formally adjourn.
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Purpose of Committee Meetings
Committees—whether audit, governance, steering or advisory—carry delegated authority tooversee specific domains and make recommendations to the board or executive team. Robustagendas and minutes ensure transparency, compliance with bylaws, and effective follow‑through.
How to Use This Template
- Before the meeting: circulate the agenda at least 5 days in advance, collect written reports from sub‑committees, and verify quorum.
- During the meeting: follow the structured sections below, capture motions, seconds, discussion summaries, and vote tallies.
- After the meeting: finalise and distribute minutes within 48 hours, track action items, and archive documents for audit purposes.
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