CRD Welcome Package

Corporate Relations Department

Procedures Manual

HEADS OF DEPARTMENTS/MANAGEMENT COMMITTEE MEETINGS

1.0

Heads of Departments/Management Committee

Heads of Department meetings are held Wednesday mornings at the discretion of the Governor.

The Management Committee meets on the first Wednesday of each month at the discretion of the Governor.

Documents are displayed on the monitor or screen provided.

1.1

Prior to the Meeting

 Set up the meeting room, ensure pointers are set and laptop is available and connected to the monitor or projector.  Papers for the meetings are to be emailed to the CRD by 10.30 am on Tuesdays for circulation.  The Administrative Professional, CRD prepares a hyperlinked meeting agenda with meeting papers and emails it to the Heads of departments/Management Team, copied to their administrative professionals by midday on Tuesdays.

1.2

During the Meeting

Ensure that the decisions, recommendations and follow-up action at the end of the discussion on each item are noted. Note also the person(s) and/or Department(s) responsible for any action and the timeframe within which activities should be completed.

1.3

After the Meeting

1) Make the amendments confirmed at a meeting to the Minutes. File the amended copy in the CRD.

2) Draft minutes and the To-Do-List should be prepared 2 days following the meeting and submitted for next level review.

3) The reviewed document is presented to the administrative professional for onward to the Senior Director for approval.

4) The To-Do-List is circulated to the Heads of Department for action, response and as a reminder of their assigned task. Updates required for the next meeting are included in the final minutes document.

5) Reviewed minutes are adjusted and returned to the Administrative Professional for inclusion in the hyperlink for circulation.

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