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JANUARY 24, 2013 521 A CALLED MEETING OF THE BRISTOL VIRGINIA CITY COUNCIL WAS HELD ON JANUARY 24, 2013, AT 12:00 P.M. IN THE CITY MANAGERS CONFERENCE ROOM, CITY HALL, 300 LEE STREET, BRISTOL, VIRGINIA
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How to fill out a called meeting of:
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Determine the purpose of the meeting: Before filling out a called meeting, it is important to establish the specific purpose or objective of the meeting. This could be discussing important issues, making decisions, or seeking input from the attendees.
02
Set the date, time, and location: Once the purpose is determined, select a suitable date, time, and location for the meeting. Consider the availability of the participants and choose a venue that can accommodate all attendees comfortably.
03
Create an agenda: Prepare a detailed agenda that outlines the topics to be discussed and the order in which they will be addressed. Include time allocations for each item to ensure the meeting stays on track and within the given timeframe.
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Notify the participants: Inform all relevant individuals about the called meeting. Send out invitations or notifications well in advance, including the purpose, agenda, date, time, and location. Provide any necessary background information or documents that attendees may need to review beforehand.
05
Ensure necessary arrangements: Make sure that all required arrangements are in place before the meeting. This includes arranging necessary equipment, seating arrangements, and any additional materials that might be needed, such as presentation slides or handouts.
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Conduct the meeting: Begin the meeting at the scheduled time and follow the prepared agenda. Ensure that all attendees have an opportunity to contribute to the discussion and provide their input. Keep the meeting focused and productive, sticking to the outlined agenda items.
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Document minutes and actions: During the meeting, assign someone to take minutes to record the discussed topics, decisions made, and any actions to be taken. These minutes will serve as a reference for future meetings and document the progress made during the called meeting.
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Management or executive teams: Called meetings are often essential for management or executive teams to discuss strategic planning, make important decisions, or address urgent matters that require immediate attention.
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Project or team leaders: Project or team leaders may need to convene a called meeting to discuss team progress, resolve issues, or align on project goals and objectives.
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Board of directors: The board of directors of an organization may call a meeting to review financial reports, make policy decisions, or discuss the future direction of the company.
In summary, filling out a called meeting involves determining the purpose, setting the date and location, creating an agenda, notifying participants, making necessary arrangements, conducting the meeting, and documenting the minutes and actions. Called meetings are required by various stakeholders, including management teams, project leaders, and board members, depending on the nature of the meeting and the organization involved.
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