CRD Welcome Package

Corporate Relations Department

Procedures Manual

9) Input the Council Decisions into the database. (see Appendix I for instructions).

3.2

Preparation of Council Minutes

1) Prepare draft minutes, based on context of the minutes within 5 working days of the meeting.

2)

Forward draft minutes to the Governor for review and comments.

3) Allow lead officer to review the draft minutes to ensure papers number assigned are consistent with decisions and agenda sequencing.

4) Circulate the minutes for confirmation at the next meeting – as part of the hyperlinked agenda.

5) The original minutes for the meeting are printed single sided and placed in a folder for the chairman to review, sign and date.

6) Amend minutes, as required, and return to the Chairman for initial next to all the required changes.

7) On receipt of signed minutes, scan document and save in PDF format in folder in DM as “Signed Council Decisions and Minutes”. Store original document in filing cabinet for binding at a scheduled date.

3.3

Preparation of Board Decisions

1) The decisions are prepared by the CRD within 2 working days of the meeting.

2) Allow lead officer to review the draft Board decisions to ensure papers number assigned are consistent with agenda sequencing.

3) The decisions are then forwarded to the Governor for his approval and signature.

On receipt of signed decisions, scan document and save in PDF format in folder in DM as “Signed Board Decisions and Minutes”. Original document is filed in a ring binder in filing cabinet.

4) Prepare email and dispatch copy of the signed Decisions to Board Members.

5) Prepare email and dispatch copy of the signed Decisions to Heads of Departments and Chief Risk Officer.

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