Creating Structures

7. Committee Meetings and Decision Making

How committees plan, decide, and record actions


Committee meetings are where an Association’s ideas become action.


They transform decisions authorised by members into organised work carried out between General Meetings.


When meetings follow clear procedures, every decision can be traced, verified, and acted on confidently.


This module explains how to prepare agendas, manage discussion, record minutes, and follow up actions so that the Committee’s work remains transparent, lawful, and effective.



1 Planning the Meeting


Under By-Law 2.1 (Committee Meetings) and Section 7 (The Committee), the Committee must meet at least once every three months.


Standard Agenda Sequence

  1. Opening and welcome
  2. Apologies
  3. Confirmation of previous minutes
  4. Matters arising
  5. Correspondence
  6. Treasurer’s report
  7. Reports from office-bearers or sub-committees
  8. General business
  9. Next meeting date


The President chairs the meeting or, if absent, the Vice-President.


Using the same format builds predictability, allows members to prepare, and ensures that essential items are never overlooked.


Note: Until the Committee develops its own standard template, the Sample AGM Agenda (Appendix D) may be adapted for Committee Meetings.


Trainer’s Reflection

Order and familiarity create confidence. When everyone knows the sequence, time is saved and discipline maintained.


2 Making Decisions


Under Section 7.4 (Decision-Making) and By-Law 2.4 (Meeting Procedure), decisions are made by majority vote of those present, with the President holding a casting vote if required.


Meeting rules

  • A quorum of at least four members is required.
  • Every motion must be moved and seconded before discussion.
  • Each member may speak once to a motion unless the meeting consents otherwise.
  • Voting is normally by show of hands; any member may request a secret ballot.
  • The Secretary must record the exact wording of each motion and its result.
  • These steps ensure fairness, transparency, and the legality of every decision.


Practice

Draft one example motion relevant to your Association.

Identify who would move and second it, and write the result as it should appear in the minutes.


3 Recording and Confirming Minutes


Under By-Law 2.5 (Minutes) and Section 11 (Record-Keeping), the Secretary is responsible for preparing minutes of every meeting.


Minutes must include:

  • date, time, and location;
  • names of attendees and apologies;
  • exact wording of motions and amendments;
  • results of each vote; and
  • key points of discussion (where needed for context).


Minutes are confirmed at the next meeting and signed by the Chair, becoming the official record of the Association.


Appendix G (Template Minutes) provides a consistent format that can be used for all meetings.


Trainer’s Reflection

Good minutes are a record of accountability, not a transcript of debate.

They protect both the Association and its members by showing that every decision followed due process.


4 Follow-Up and Accountability


After each meeting, the Committee must ensure that decisions are acted upon and documented.


Under By-Law 5 (Records and Registers) and Appendix E (Compliance Calendar):

  • The Secretary files and distributes signed minutes.
  • The Treasurer updates financial records in line with any approvals (By-Law 4.3).
  • At the next meeting, under “Matters Arising,” the Committee reviews progress on previously agreed actions.
  • Key dates and statutory obligations are checked against the Compliance Calendar to stay on schedule.


This continuous loop of decision, action, and review turns meetings into genuine management tools rather than formalities.


Practice

Trace a typical decision  for example, approving a community event or small expenditure  from motion to implementation.

Record how and when it would be reported back at the next meeting.


Trainer’s Reflection

A disciplined follow-up system proves that leadership delivers results.

It closes the loop between commitment and completion.



Summary


Committee meetings are the operational core of the Association.


They convert intention into progress by ensuring that every idea is debated, decided, recorded, and reviewed.


When agendas are followed, records are accurate, and actions are completed, the Committee turns structure into motion and maintains continuity across leadership changes.


[NEXT: FINANCIAL MANAGEMENT]


[BACK TO CREATING STRUCTURES]


Next Steps


Continue to Module 8 – Financial Management to learn how financial processes support decisions and sustain accountability.


Before moving forward, use the Heritage Australians Constitution Toolkit to review:

  • Section 9 (Finances) for financial authority and controls.
  • By-Law 4 (Financial Procedures) for payment and reporting requirements.
  • Appendix G (Template Minutes) to ensure meeting records remain consistent.


[GO TO CONSTITUTION TOOLKIT]