At meeting

Record attendance

Record minutes

Distribute deadline document (or email immediately after meeting)

Week 3

E-mail draft minutes to Officers

Divisional reports to be sent to Scientific Secretary. (It is useful if these are copied to the Recording Secretary)

Week 4

Receive and incorporate corrections and any relevant comments regarding draft Minutes. Prepare final version

Receive by email all Executive Council Reports, Committee Minutes and Papers

Receive STD Report and Divisional Reports from Scientific Secretary

Week 5

Collate all reports received, assigning numbers according to the IUVSTA guidelines.

Format all minutes, reports and papers according to agreed guidelines (see Format document)

Place all documents on the web site in accordance with the procedures agreed with the Webmaster

Notify relevant persons by email that the minutes are available