Executive committee meetings
Prepare the meeting
Create the next meeting document from the blank template or the previous meeting file.
Have ready: the blank template or previous meeting document, the new date and time zone, current roster, agenda topics, and unfinished actions.
Download the blank Word template (.docx)
For your first meeting, fill in the chapter name, roster, and chapter-specific quorum requirement. For later meetings, attach the previous reviewed meeting file. Copy the prompt below and replace the brackets.
Prepare a new ASSP Executive Committee meeting document using the attached blank template or previous meeting file. Create a new editable Word (.docx) file; never overwrite the source.
Chapter / committee: [exact name]
New meeting date, including year: [date]
Planned start/end time and time zone: [details]
Location / platform: [details]
Roster changes: [changes, or none]
Agenda changes: [changes, or keep existing topics]
If the new meeting date is missing or the sources conflict, ask me rather than using today's date or guessing.
Preserve the document's formatting, tables, checklists, and main section order. Do not add an appendix. The instructions for this workflow are at https://assp.rividor.com/resources/executive-committee-meetings. Keep an existing chapter logo unchanged; do not invent one.
Set the new meeting details from my inputs and mark the document DRAFT. Remove old meeting minutes, motions, events, and summaries. Clear checklist, attendance, and quorum confirmation marks. Preserve the current roster and quorum requirement unless I supply changes. Flag guests or uncertain roster changes for review; do not silently add them to the permanent roster.
Keep existing agenda topics unless I request changes. Replace old agenda items with <Agenda item>, and the corresponding minutes with <Notes> beneath each topic. Apply any new agenda information I supply. Do not carry old decisions into new minutes.
IMPORTANT: Carry forward all unfinished Action Items with their original topic, owner, and due date. Remove only items explicitly marked completed. Do not invent due dates or reset overdue dates. Flag uncertain completion status with [CONFIRM]. A blank template starts with an empty action table.
Keep one blank row beneath the Upcoming Events and Motions headers. Replace Key Items with <Theme>: <who does what by when>. Keep necessary facts in carried-forward actions; otherwise clear all previous meeting-specific content.
Provide the Word file for download, named YYYY-MM-DD Executive Committee Meeting - Agenda.docx, so I can save it in our chapter's meeting folder for this date. List what I need to check in Word before the meeting.