Committee Chair: The committee Chair is responsible for:

  • facilitating meetings
  • managing decision making
  • ensuring all committee members participate in committee tasks
  • ensuring that the work of the committee is completed

The Chairperson may cast the deciding vote if the committee is split on an issue.

Committee Secretariat: The committee Secretariat is responsible for:

  • having information photocopied
  • placing items onto the agenda
  • sending you all the papers prior to the meeting
  • arranging access the committees' resources such as phone and fax
  • administration including expenses, sitting fees and organising travel

Apologies: Apologies from people who were unable to attend the meeting.

Previous minutes: The minutes of the previous meeting are presented to the meeting. Committee members need to ensure that they are a 'true and accurate' record of the meeting.

Business arising: The discussion of any business arising from decisions made at the last meeting to keep everyone up to date is useful for checking on the progress of projects and to remind members of tasks they were required to do.

Date and time of the next meeting: The date, time and venue of the next meeting and the Chairperson.

Close: The time and date that the Chairperson officially closed the meeting NB: Recording the time of opening and closing a meeting can be important to ensure no business is conducted in your absence.

Quorum: A quorum is the minimum number of members required to conduct business. The Chair should check if there is a quorum present at every meeting. Without a quorum, voting cannot take place, so Minutes would have to be ratified at the next meeting when a quorum is present.

Terms of Reference: The Terms of Reference describe the structure, the purpose and guidelines of the committee.

Conflict of interest: A conflict of interest can occur when there is a real or perceived conflict between a person's duties or responsibilities and their private interests or the interests of other roles they home in the community. A conflict of interest may prejudice or be seen to prejudice a person's ability to perform their duties and responsibilities objectively.