tokens: Once the dates are finalized ( by the Coordination Unit ) , the Support Officer updates all group calendars and creates meeting folders for each meeting and ensures all appropriate documents are uploaded to system . Committee Members are advised a week before each meeting to read all related documents . The Committee Members hold their meeting , and the Support Office then produces minutes including any Action Points for each Committee Member . Within 5 working days , the Coordination Unit must conduct a QA check on the minutes , which are then sent to all Committee Members . The Support Officer then updates all departmental records .