Pre-planning for a meeting is the best thing that an organization can do to keep their meeting on track. Whether you have a formal agenda sent to each member (which I personally think is the best way to plan) or you poll them members to find out what (if anything ) the are going to report at the meeting, planning is essential. Other members need to be reminded that the meeting will be held about a week prior to the meeting. The contact a few days before the meeting is important to get all participants ready to report, thinking about the meeting or discussing what needs to come before the assembly.
We all tend to procrastinate and the “nudge” just before the meeting ( it doesn’t seem to matter that we all keep calendars!) is an essential part of the prep for a meeting.