'Pre-Meeting' tab
Description
The 'Pre-Meeting' tab is the start point for an upcoming meeting. Here you will be able to create an Agenda which details what is planned, such as an Initiation, a Passing or Raising or the Installation of the Master Elect. You must create your agenda prior to the meeting, ideally at least 2 weeks before. Agenda Items are displayed in the 'Agenda' region once added.
Once created you will be able to download the agenda in a Word document which you can then copy and paste in to your Summons. This downloaded version will ensure the correct wording is used, in line with the Book of Constitutions. You may edit the Agenda after it has been created if necessary, even after the meeting has taken place.
The list of Agenda items available will depend on the type of meeting due to take place. For a full list please see the 'Updating a Meeting Agenda' option below.
Once an Agenda is created you may record any Apologies that have been received. This will be displayed in the 'Apologies Received' region once added and can be amended if a mistake has been made or a member decides they can in fact attend.
Should the meeting be an Installation Meeting you will be required to complete a 'Pre-Installation Return'. This allows the system to validate that those members who are to be installed in to Office are eligible, prior to the meeting.
Options Available
• 'Home' - Returns you to the 'Home' screen.
• 'Pre-Installation Return' - This option is only available if the upcoming meeting is an Installation Meeting. It allows you to enter those members being installed in to Office so they can be validated prior to the meeting.
• 'Updating a Meeting Agenda' - Before every meeting you will need to create an Agenda. This process involves selecting Agenda Items from the list and selecting any relevant additional information (e.g. selecting "To Pass" and then selecting the relevant Entered Apprentice from a dropdown).
• 'Downloading a Meeting Agenda' - Will provide you with a Word Document that will populate with the correct wording for that Agenda Item, as per the Book of Constitutions.
• 'Recording Apologies' - Prior to your meeting, you may have received Apologies from some of your members and these can be recorded.
Additional Information
• You will need to ensure the Agenda for your upcoming meeting has been created at least 2 weeks prior to the meeting. Failure to do this will result in an automatic chaser email to yourself as well as your MPDI.
• Your Agenda can be downloaded once created and copied in to your Summons. If you need to, you can still amend the Agenda after creation if there is a last minute change but must be resubmitted once amended.