How to run an Ad Hoc Meeting

Ad Hoc meetings are required when the purpose runs outside of the normal remit of AGMs, GMs, Directors' Meetings and Ops meetings and are usually required when a decision needs to be made, or a discussion needs to be had with short notice.

These meetings can be open to all members or just directors depending on the nature of the meeting and the scope of what needs to be discussed.

Notices of the meeting should specify:

1) date

2) time

3) place of meeting (usually a remote Google Meet meeting)
4) agenda

Notices are posted to our discussion platform Loomio and members can add items to the agenda for discussion.

Questions arising will be determined by majority of votes.

There is no requirement for members to attend Operations Meetings.

1) The agenda must added to the Loomio discussion thread giving notice of the meeting. Members will need to register their attendance to the meetings on TeamUp, and a note can be added to the discussion: "Please register on TeamUp if you're planning to attend." with a link to the relevant page on TeamUp.

Preparing the agenda for a GM 

2) Set up a meeting on Google Meet and include details in notice on Loomio:

How to start a meeting on Google Meet 

Or set up the meeting in person and be sure to indicate in the notice where the meeting is to be held.

3) Give time for people to arrive and do a quick introduction.
Follow the Agenda. 

4) At the end of the meeting, minutes are shared: How to share Minutes  and stored on our Google Drive: Minutes