slightly less is a sufficient notice, depending on whether
the preparation before such a meeting is heavy or not.
The heavier the reading and other preparation the
longer should the notice be.

(iv) Notice of a meeting should be accompanied by a com-
plete agenda and papers on the agenda itself. The papers
need not be detailed. But they should be sufficiently in-
formative as to enable members to appreciate the
problem and the meaning of the decisions to be made
thereof. If these papers are well prepared and time is
given for them to be read and understood, the need for
detailed and protracted explanations and misun-
derstandings is greatly minimised. Members who have
not done their ‘home work’ will feel ashamed of ex-
posing their indolence or of arguing in ignorance of this
they should know.

(V) Minutes of every meeting should be made and
distributed to all members for record purposes.

(vi) The language of Council meetings is very important in
facilitating understanding of issues and a smooth con-
duct of meetings. It is important from the start to agree
on what language(s) should be used in meetings. Such
language(s) should also be used in minutes and Council
papers, documents and correspondence. The most prac-
ticable solution is for every member to use the language
he best understands — Kiswahili or English and for the
Chairman to summarise the points he so makes for the
benefit of all other members. Where all members are
conversant with at least one language the issue does
not of course arise.

Summary

1 List problems
Set priorities

Pinpoint problem causes

S W N

Consider corrective action

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