Slide Number1 Group Committee Woodbadge I Nov 30/Dec 1, 2012 Conducting a Meeting

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting Why do we hold meetings? What is the point of a meeting?

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting Why do we hold meetings? What is the point of a meeting? Exchange/Share information Determine/Evaluate needs Set Goals Develop plans of Action (includes Action Items) Build the Team Support and encourage our volunteers (Scouts) Good opportunity to focus on program and evaluate same (Scouts)

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting What makes for a good, relevant, and productive meeting anyways?

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting What makes for a good, relevant, and productive meeting? There are two Key ingredients : An Agenda, and Record Keeping (minutes, or notes, and record any Action Items, etc.) An Agenda keeps the discussion focussed The Records become a key part of the 'paper trail' for your Group, eg. Finances and COAA requests, etc..

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting What makes for a good, relevant, and productive meeting?... Other factors... Make sure that only attendees are people who really need to be present (respect everyone's time) Establish objectives for the meeting, especially if not a regular meeting Have the attendees prepare in advance, eg. Treasurer and/or Section Reports Keep it Short. The longer a meeting runs past a certain threshold, the less productive each additional minute becomes. Record Key Points and decisions (record keeping again) Create Action Items and assign them (record keeping again) Report Progress and follow-up... Post-meeting communication is simply another tool to help keep your meeting attendees accountable for implementing the decisions made during the meeting and it also helps eliminate future, unnecessary "progress meetings”

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting About that Agenda... It can and should be concise (please see example)

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting Minutes and/or meeting notes should likewise be concise No need to be long-winded Just capture the facts (please see example)

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting Role of Committee Members - Who needs to attend anyways?

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting Role of Committee Members – Who needs to Attend? Group Commissioner Group Committee members, eg. Group Administrator, Group Treasurer, Group Registrar and Group Secretary, etc. Section Representatives – Ideally at least one representative per active section – but only one vote per section Others, eg. Parents, are welcome to attend to keep themselves informed – but they do Not have a vote on any motions during the meeting If a volunteer has more than one role, then their vote is with their senior role

1-888-SCOUTS-NOW | scouts.ca | SCOUTS-OUI Conducting a Meeting