Essay on Chairperson and Secretary: Setting the Agenda and Recording Minutes

Introduction

The chairperson sets the agenda with the secretary's help set some days in advance of the meeting. In the meeting, the chairperson ensures members follow the agenda and are on track by seeking opinions regarding matters in the discussion.

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Meeting minutes are recorded and shared by the secretary via e-mail within 24 hours after completion of the meeting. Moreover, all the minutes and agendas will be kept in the secretary's computer in the form of electronic files to guarantee safe and secure access in the future.

Team Expectations

Members will take turns to express themselves. Tasks will also be offered to different members. If some do not pick the tasks allocated to them or contribute, the chairperson has the authority to delegate them duties as he/she wishes. Delegating tasks guarantees equal distributions of project tasks among team members.

Perspectives from members will undergo consideration through discussions thus encouraging different ideas. A decision by consensus will be necessary for selecting the best and suitable options for the project tasks at hand. Making decisions by consensus to choose ideas to incorporate in the project tasks is essential for avoiding biasness.

Adequate time will also be allocated for each meeting to guarantee the discussion of all issues on the agenda. In case of difficulties in agreeing, the issue will be tabled and addressed at the end of the meeting. Members will be obliged to submit a status report of their tasks at the end of every week to ensure difficulties or problems are dealt with before time runs out.

The chairperson will be the team's formal leader. Upon her wishes, when assigning duties, shared leadership will be used as those assigned specific responsibilities will assume a leadership role when completing their tasks.

Personal Accountability

Members must be present at all meetings. They must participate in the team's activities by sharing their ideas. Sharing ensures no concerns are left pending, consequently causing havoc in the future. For absenteeism, members are required to read meeting minutes to ensure they are well updated and on track regarding the duties and responsibilities.

Meeting task deadlines and timelines are compulsory for all members. If not feasible, members must notify the chairperson early enough so that they and their team members can make conclusive decisions regarding the way forward. However, the expectations are that all tasks will be done in time and will portray high-quality standards.

Members must ensure to check their e-mails and discussion boards in case of any urgent communication. They must make a post on discussion boards at the end of every day. Also, they must submit status reports about the progress made with their tasks at the end of every week before attending regular meetings over the weekend.

Members are required to append their signature in agreement with the terms and conditions of this contract. Furthermore, they are required to participate in all decision making processes to arrive at a consensus regarding project tasks.

Consequences for Failing to Follow Procedures and Fulfill Expectations

Incase team members do not keep in contact with their colleagues as required; the tutor will be notified. For failure to complete tasks, submission of a valid explanation is compulsory before a warning is issued. In worst-case scenarios, the chairperson will recommend the professor to deduct marks allocated to specific team members depending on the extent of their infraction.

Any infractions will be put on record in detail in the evaluation rubric. Afterward, a meeting will be convened towards the end of the project to discuss the appropriate steps necessary to reprimand the culprit However, if the infractions continue regardless of issuing warnings accordingly, the tutor will be informed through a request for expulsion from the team.