A Handing & Taking Over Meeting for a new Management Committee (MC) is a formal meeting where the responsibilities, documents, and assets of the previous committee are officially transferred to the newly elected or appointed committee. It ensures continuity, accountability, and clarity in leadership roles.

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🔑 Purpose of the Meeting
1. Ensure smooth transition of leadership and responsibilities.
2. Transfer key information and official documents.
3. Update on current status of ongoing projects, finances, and issues.
4. Clarify roles and expectations for the new committee.
5. Build rapport between outgoing and incoming members.

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📋 Key Items Covered

Category Details to Transfer or Discuss
1. Documents Constitution, by-laws, past meeting minutes, policies, contracts, permits
2. Financials Bank accounts, financial reports, audit records, petty cash status
3. Assets Inventory of physical items (e.g., laptops, keys, event materials)
4. Ongoing Projects Status updates, deadlines, contacts, vendor info
5. Communication Email logins, social media access, website admin rights
6. Challenges & Recommendations Issues faced by the outgoing team and advice for the incoming team

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👥 Participants
• Outgoing committee members (especially office bearers)
• Incoming committee members
• Staff or advisors (if applicable)
• Independent observer (optional, for transparency)

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📑 Outcome of the Meeting
• A Handing Over Document signed by both outgoing and incoming leaders.
• Updated contact list.
• Clarity on roles and next steps for the new committee.
• Official recognition of the new MC’s authority.

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✅ Tips for a Successful Meeting
• Prepare and share an agenda in advance.
• Have all documents and access details ready.
• Be transparent and cooperative.
• Record the meeting minutes and obtain signatures where necessary.

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