At the meeting

On arrival

The Group Secretary needs to check that everything is arranged and set up the things they have responsibility for. Remember to make sure that all newcomers will be able to park their car and find the meeting room.

The Group Chair needs to check with the Group Secretary that everything is in order. Arriving in good time allows the Chair to confirm that things have been set up as planned. If they have agreed the arrangement beforehand with the Group Secretary and they have then set the meeting up, please remember that they need and will welcome their support.

Being punctual allows you to compose yourself and be there to welcome people to the meeting, especially those new to the Group Trustee Board.

Before the meeting starts

For the Group Chair this is a time when they need to be fully aware of what they need to do and not be distracted. They may need to speak to some Trustees before the meeting gets underway. Some people will use the opportunity of meeting to deal with issues unconnected to the meeting. The Chair, on the other hand, will wish to get themselves fully prepared for their role during the meeting itself.

Don’t be afraid to make a simple note and arrange to contact people on another occasion. It’s all too easy to be distracted from the meeting, especially when you are new.

Running the meeting

Facilitating the meeting as Chair

It makes sense to accept apologies for absence and to agree the minutes of the previous meeting first.

Try not to be drawn into discussion on ‘matters arising from the minutes’. Any previously discussed item that is likely to require further discussion has its own place on the agenda.

Introduce each item clearly, making it plain that the previous item is finished, and ensure that everyone knows:

• why the item is on the agenda
• the background, including any supporting papers
• what it is hoped to achieve.

Discourage ‘tabled papers’ as they cause a lull in the meeting while people read them. People digest information at different speeds, making tabled papers an inefficient use of time. Similarly, people read at different rates, so the discussion can easily start with some members not up to speed.

Next, ask the person directly involved with the issue to speak. Then ensure that everyone who wishes to speak on the topic has the opportunity. Allowing everyone to comment in turn, before allowing people to respond again, is a good rule of thumb, although it can also be helpful to ensure that questions are answered as you proceed.

One of the Chair's biggest challenges will be to keep speakers to the point and to discourage repetition. Make a point of noting when people return to an issue already discussed and move the conversation on.

Part of your job is to summarise the discussion. This is necessary in order to bring a phase of a discussion to an end.

Summarising is a way of drawing a line under the issue and ensuring that the topic moves forward before a decision is made.

Most decisions can be achieved by consensus but occasionally a formal vote may need to be taken. Ensure that you're familiar with the rules about the conduct of meetings, as defined in POR. There are specific rules about what happens, for example, in the event of a tied vote.

It's essential that at the end of the discussion the Group Secretary can make a clear record. It needs to be clear:

• what has been decided
• who needs to take action
• when the action will happen.

Try, where possible, to avoid any un-planned ‘Any Other Business’ in the meeting. Any other topics for discussion should be sent to the Secretary in advance of the meeting so that you can plan a suitable length of time to discuss the matters raised.

Supporting the meeting as Secretary

Some people will, inevitably, have forgotten their papers so be prepared and have a few spare sets available. Remember to have a set for yourself.

You will need a record of who is present and of any apologies for absence received. It helps to have a list of names against which those attending just initial their name. You can also use the same list to record apologies.

At the start of the meeting when the minutes of previous meetings are agreed remember to have the record copy available for the Chair to sign and date.

Your role is to record what happens during the meeting. This does not mean everything that is said, but the key facts. You should record:

• the topic being discussed
• the key facts or issues (you can refer to papers presented without having to record all the detail, so long as a copy is kept on file)
• the key points from any discussion
• the decision reached or the matter reported
• what action is to be taken by whom and by when.

If you're not sure what has been agreed at any stage ask the Chair to restate or clarify the position. Similarly, they may ask you to remind the Trustee Board what has been agreed so far. There are likely to be some items on the agenda on which you will need to report. This will happen when you were responsible for actions from the last meeting.

Closing the meeting

Thank everyone for their contributions to the meeting and send them away feeling positive about the outcomes. Make sure that you have a clear understanding of all that has been agreed. Check that you have a copy of any papers that were brought to the meeting by others.

It makes good sense to ensure that the date, time and venue of the next meeting is clear. Having Trustee Board meeting dates for the year ahead allows people to plan their time, know their commitments and gets the meetings booked. Having meeting dates planned also benefits the Group, as it helps avoid activities and events clashing.

Making changes to a planned programme (if a meeting needs to be rescheduled or cancelled) is much easier than trying to find a date that a group of busy people can make at relatively short notice.