Terms of Reference

Includes:

  • What is the purpose/mandate of the committee/meeting?
  • How often will meeting occur?
  • Who will be on the committee?
  • How will decisions be made?
  • What is a quorum?
  • Does this committee have any authority?
  • Who will chair the committee and for what term?
  • What is the role of the chair? Neutral or facilitative leader?
  • Terms of conduct i.e. interpersonal communication, respect
  • Committee member’s responsibilities

 * Agenda & minutes should be prepared by a secretary if committee size permits.

Agenda

Most Important! Be realistic about what you can accomplish during a meeting.  

  • Include the title of the group or meeting at the top of the agenda.
  • Include the day, date, start and end times, and location of the meeting.
  • Ensure that all the agenda items relate to the meeting’s objective.
  • Have a policy that all new agenda items must be presented to the Chair prior to the agenda being printed
  • e-mail tentative agenda to committee members requesting additions/deletions, including a deadline for submissions
  • Write out each agenda item as a goal or an action.
  • Identify resources for each agenda item.
  • Priorize agenda items
  • e-mail the formalized agenda 1-2 days before the meeting
  • provide a paper copy of agenda at the meeting
  • Make your agenda professional looking use letterhead or logo
  • Take advantage of white space
  • At the start of the meeting ask for any additions or deletions.
  • Be aware of hidden agendas!

Minutes

  • Keep minutes of the meeting for future reference in case a question or problem arises.
  • Develop a formalized standard format for your minutes.
  • Write up and distribute minutes within 3 or 4 days.
  • Assign action tags for follow-up.
  • Assign dates for follow-up.
  • Put unfinished business on the agenda for the next meeting.
  • Note attendance and absences.
  • Minutes should encompass the ideas expressed not necessarily the exact words of the presenters.
  • Actions & decisions made should include specifics.
  • Extra copies of previous minutes should be available for review.

Compiled By Rae A. Stonehouse
Rae A. Stonehouse Author

Rae A. Stonehouse is an author, speaker, and self-publishing consultant dedicated to helping others embrace constant improvement and overcome challenges. With over 40 years of experience as a Registered Nurse in psychiatry and mental health, Rae brings a wealth of knowledge and passion for self-development to his writing and presentations.

As a 25+ year member of Toastmasters International, Rae has systematically built his communication abilities and self-confidence to share his insights as an author and speaker. His self-help books and personal development presentations aim to have conversational one-on-one connections with readers and audiences.

Rae is known for his wry sense of humor and sage advice delivered in a relatable coaching style. After four decades as a nurse, Rae has rewired rather than retired, actively writing and pursuing public speaking. He strives to share lessons learned to help others achieve personal and professional growth.

To learn more about Rae and his approach to constant improvement, visit his website at Live For Excellence Productions or to learn more about his publications visit Live For Excellence Store