Crown land manager board meetings need to be well organised and keep to the allotted time. A meeting will be more effective when attendees are organised, respectful of diverse opinions and willing to listen, and when they stay focused on the topics.
Roles and responsibilities of participants
Chairperson
The chairperson is responsible for the orderly conduct of a meeting. If the chairperson is not present, the deputy chairperson should chair the meeting. In the deputy’s absence, the members present must elect someone to preside.
Their responsibilities are to:
- welcome everyone to the meeting
- ensure the meeting starts on time
- introduce each section of the agenda as the meeting progresses
- facilitate and control the meeting in a way that encourages constructive discussion(s) and decision-making
- re-focus discussion if it has wandered off topic
- clarify misunderstandings and highlight important points
- ensure all members are involved and that one or 2 people do not dominate
- formally call the meeting to a close, thank attendees for the contributions and announce time and date of the next meeting.
Deputy chairperson
The deputy chairperson helps and supports the chairperson. The deputy may serve as the chairperson in their absence or when a motion involving the chairperson is being discussed.
Secretary
The secretary makes the arrangements for the meeting and keeps formal records of the board’s processes and decisions (that is, the minutes of the meeting).
The secretary often acts as an information and reference point during a meeting for the chairperson and other attendees, which may include:
- clarifying past decisions and/or actions
- confirming legal requirements
- retrieving relevant documentation
- summarising the previous meeting’s minutes, including decisions and actions
- conveying any important correspondence that has been received
- recording the minutes of the meeting.
After the meeting, the secretary should circulate the minutes to all attendees (including any apologies) promptly.
Treasurer
The treasurer reports on the current financial situation and performance of the Crown land manager. The treasurer’s report should be a standing item on the meeting agenda.
Ex-officio members
Ex-officio members are on the board because of their positions. They can appoint a nominee to attend meetings in their place. The minister must approve the appointment of a nominee before the meeting.
Attendees
All attendees, regardless of their role in the meeting, contribute to all aspects of the meeting, including the agenda, discussions, brainstorming, strategic planning, and decision-making.
Other responsibilities include:
- preparing before the meeting, if necessary
- arriving on time
- keeping an open mind and participating
- listening to the opinions of others and respecting them
- avoiding dominating the proceedings, conflict and side conversations that distract others
- asking questions to clarify understanding
- noting down any actions agreed upon.
After the meeting, attendees should read the minutes, complete any agreed action assigned to them, and brief others as appropriate.
Procedures
Crown land manager board meetings do not need to be excessively formal. However, following basic meeting procedures and proper record-keeping will help maintain the public’s confidence in the operation of the Crown land manager.
The frequency of board meetings will depend on issues such as the size of the reserve and its board, the nature of its operations, and its dealings with third parties.
Quorum
A quorum is the minimum number of people needed at a meeting before it can officially begin and before members can make official decisions. The quorum for a meeting of the board is a majority of its board members.
Notice of meetings and agenda
The secretary must notify board members of each meeting and circulate an agenda before each meeting. You can use the meeting agenda template (DOCX, 30 KB) as a guide.
Voting
Where an issue requires action, or where a contract or agreement is to be entered into, the matter must be agreed upon by a resolution of the Crown land manager board. All members, including ex-officio ones and the chairperson, have one vote on resolutions.
A resolution is approved if a majority of the votes cast are in favour of it. If the votes are tied, the chairperson has a second or ‘casting’ vote.
Potential conflict of interest
A member cannot vote on a matter in which they have a financial or non-financial interest unless the Crown land manager board has agreed that they can do so. They should also absent themselves from the discussion and the voting process to allow other members to discuss the matter freely and frankly.
Go to Managing conflicts of interest for more information.
Minutes
Minutes should say which Crown land manager board members are responsible for following up any action agreed at the meeting. You can use the Department’s meeting minutes template (DOCX, 31 KB) as a guide.