The governing instruments of a university or college typically include provisions for calling meetings and possibly the notice to be given and how far in advance the agenda and papers should be received. The difficulty of meeting this timetable, particularly if all papers are to be circulated with the agenda, should not be underestimated. There will be pressures to delay circulation because papers are not ready, or because current events lead to suggestions for changes at a late stage, however, the circulation of late papers should be resisted wherever possible, particularly if they are substantive or complex documents or if they contain any controversial items. Papers typically are received by the governing body at least one week in advance of a meeting.
All governing bodies benefit from clear procedures that determine how meetings are conducted, which will usually include at least the following points.
The minutes of a meeting are the formal record of proceedings, and hence their accuracy is essential to the proper conduct of governance. As well as being the governing body's formal record, the minutes (apart from specific confidential items) are normally available to staff and students and, as such, are an important means of communication in the institution. There are no circumstances in which the governing body should take a decision without it being minuted.