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Agendas
The agenda is a list of items to be covered in a meeting. They are important to
running effective meetings. Some points about agendas include:
• agendas ensure that meetings are better planned, more efficient and help when
recording the minutes
• agendas should be set by the chairperson and the secretary, and sent out to
members before the meeting
• receiving the agenda before the meeting means that members get time to
think about the agenda items and come to the meeting ready to contribute to
discussion and decision-making
• another approach used by some organisations is to make the agenda at the
beginning of the meeting. This is not the preferred method but it is better than
having no agenda at all
• it is best to cover the most important agenda items first so that they are not
decided on in a hurry at the end of the meeting.

Activity 2.7

Look at the example agenda templates in Appendix 3.

Motions
One of the important procedures in formal meetings is the motion. This allows all
people to have their say in an orderly and polite manner. Motions:
• are a positive statement of action for debate and consideration
• increase formality and structure.

When writing motions you should:
• commence with ‘that’
• be specific
• not be in the first person
• not contain more than 1 sentence
• include them in the minutes
• state who made the motion and whether it was carried, defeated or tabled
(postponed).

Examples
A motion can be written in a number of ways:

MOTION: It was moved, seconded and carried ‘that the committee support
a brochure to promote the club’s activities’.

MOTION: It was moved by John Smith and seconded that the club requires a
microwave oven. Motion defeated.

OSEP MANAGEMENT IN SPORTING ORGANISATIONS TRAINING PROGRAM — LEARNER’S GUIDE OSEP MANAGEMENT IN SPORTING ORGANISATIONS TRAINING PROGRAM — LEARNER’S GUIDE