SayPro SayPro Malatjie Board Meetings, Committee Meetings and Staff Program and Schedule

Guided by Collosians 2:5

To the Chairperson and his/her Committee. As the number of meetings grows and becomes more. We are required to keep meetings to a maximum of 10 minutes. This means that all speakers and songs must stick to this timeline. No extensions should be allowed.

General Managers and Administrators must continue with their work. Whilst committee members must manage their own meetings with the assistance of the Board Secretary.

1. Opening Song – Anyone

A song must be sang exactly at the set time. This is to eliminate skipping the scheduled time. A song must be 1 paragraph or less. The song leader must thank for enabling the host to manage the prayer to know and come in immediately.
A song should be from the Hymnn book. This is to enable consistency and that everyone is aligned. As you will grow and bring other cultures and languages. You will be required to be diverse in your songs.

2. Opening Prayer – Nominee/Pastor

A nominee must be informed prior to the meeting. The person hosting the prayer must come in immediately after the song leader has thanked.

3. Opening and Welcome by the Chairperson of the Meeting

The Chairperson can be the Board Chairperson, Committee Chairperson, or anyone nominated by the meeting held. Anyone can chair the meeting as appointed. Will welcome everyone.

3. Reference to the Policy/Constitution/Act/Gazette

For Executive Board Meetings, you will need to reference the sections in the Constitution.

For Committee, Staff Meeting and General Meeting a Policy (Multiple Policies) must be referenced. Also, reference to their section numbers. These sections must also be documented in the minutes of the meeting. No meeting can be held without a referencing part of the policy.

4. Announcement of Attendees

The secretary must announce the attendees.

5. Announcement of Apologies and Absentees

The secretary must announce the absentees.

6. The Reading of the Previous Meeting

The secretary must read the last minutes. Only reference the following to save time.

Last meeting date
Last meeting minutes
Last meeting resolutions

7. Adoption of the Previous Meeting

The Chairperson of the Meeting must ask if there are queries.

After queries, then allow for the adoption.

Questions can be asked to the presenter to respond urgently.

8. Program of the Day (Mention the Activity) – Mention the Speaker

The secretary must hand over to the speaker.

9. Question and Answers

The Chairperson must lead this process.

10. Resolution/Voting

The Chairperson must lead this Process

11. Closing Song
12. Closing prayer and meeting adjourned

Notes: Start and End Time must be in 1 line and must explain how many minutes or hours are taken.

Example:

Minutes of the Meeting

Date:

Start Time: 08:45 End Time: 08:57 (12 Minutes)
Attendees: 4

List

Apologies: 4

List

Absent: 4

List

Policy:

List Policy numbers and References
List Constitution Numbers and References
List Acts and National Policies Numbers and References

Refer to my notes above

My message shall end here

SayPro Malatjie