When I plan and organise a meeting I have to ensure everything is taken into consideration in order to help guarantee the meeting runs smoothly and everything is as the Councillors and officers expect it to be. First on the list is to ensure a room has been booked and if it hasn’t to book a room for the appropriate time and ensure there is sufficient parking available for the Councillors and any external officers. I do this by calling Mouchel and booking sufficient spaces to comply with the amount of people it is needed for. This information is then sent over to our receptionists to put out a sign in the morning of the meeting to hold the spaces for the time required and this acts as a sign post for the officers who are unsure where they have been allocated as there names will be on the sign. For some meetings Lunch vouchers are required as it can sometimes go on all day. For example, Health Scrutiny Committee for Lincolnshire has a formal meeting from 10a.m. – 1p.m. and continues on after lunch with an informal workshop for Councillors. To issue these lunch vouchers a template is printed off for the required amount of people and signed by a manager or section leader for example; my team leader would sign these if I required them for a meeting.
Agenda and papers have to be despatched within 5 working days of the meeting, however we despatch on two days a week which is Tuesday and Thursday so I despatch these on the day which complies with the procedure in place. The agendas and papers are sent to those attending, the leaders office, Gainsborough Library FYI and to public notices; any other people on the despatch list receive the papers or just the agenda solely for information. (A despatch list is attached). The Email despatch is sent out after 12 noon the following day in order to give the Councillors and members time to read the reports before the public and press. This helps them to be a step ahead and be aware of what is going on before the public in case of any enquiries they can help their customers as much as possible. Minutes from the previous meeting are sent out with the agendas and papers to ensure the members of the committee have chance to read over any mistakes that need to be amended before the Chair person signs to say they are of true representation. These minutes also need to be printed off with adequate space to sign and date when the committee have come to a unanimous decision that they are correct and if they are not the amendments are made on the master copy and signed for with those changes on the document.
Nameplates are prepared for each meeting to ensure the Chairman knows who everyone is in the room and to help the person taking minutes write down accurately who was in attendance. These are prepared from individual folders for each meeting, however, when there are more officers attending new nameplates have to be made up from a template which includes there full name and title. Sometimes, especially if they are not LCC officers, I have to ring their office or company in order to confirm their correct title so it isn’t wrong and again, representing LCC and Democratic Services in a bad way. I normally check for each person even if they are an LCC officer as not everyone keeps the people search on George Intranet up to date – the only instance where I do not check is if I am 100% sure on their title or they have given it to me when I rang the report writers to check who was attending on their behalf or was it them representing the report.
A door sign is usually put up to make those around County Offices aware that there is a meeting in the room going on. It also can be used if someone is looking for a Councillor or officer and as it has the name of the meeting on it they can check the attendance list for that meeting to see if they sit on that Committee. This simple task helps to communicate to colleagues and make them aware how long said...