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Handout 1: Meetings

PowerPoint presentation. Handout 1: Meetings. Principles of providing administrative services. Types of meeting. Meetings may be either: formal Informal. Informal meetings. departmental or team meetings briefing meetings – to update staff on specific issues

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Handout 1: Meetings

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  1. PowerPoint presentation Handout 1: Meetings Principles of providing administrative services

  2. Types of meeting • Meetings may be either: • formal • Informal.

  3. Informal meetings • departmental or team meetings • briefing meetings – to update staff on specific issues • progress meetings – to check on progress towards a goal • working parties – set up specifically to see a project or job through • one-to-one meetings.

  4. Formal meetings • There will be a • chairperson • secretary • may also be a treasurer. • Examples of formal meetings: • health and safety meeting • annual general meeting • committee meeting • board meeting.

  5. Annual General Meetings • Annual General Meeting (AGM) • Held once a year by all public limited companies (and many other limited companies). • To declare the profit/loss of the company and the share dividend. • To elect the board of directors and the auditors. • All the shareholders must be invited with at least 21 days’ notice of when the meeting will be.

  6. Extraordinary General Meeting • Extraordinary General Meeting (EGM) • Held when there is urgent company business to discuss with shareholders that cannot wait until the next AGM.

  7. Terms of Reference • Sets out • what the meeting is about • who is involved • the frequency of the meeting • the scope of decision-making • the regulations for record-keeping and voting.

  8. Documents involved in meetings • notice • agenda • chairperson’s agenda • attendance list • minutes.

  9. standard items standard items Example agenda Health and Safety Committee Meeting 31 March 2007 at 3.00 pm in Conference Room 1 AGENDA 1 Apologies for Absence 2 Minutes of last meeting 3 Matters arising from last meeting 4 Fire extinguishers 5 New hazardous substance regulations 6 Floor covering in upper corridor 7 Any other business 8 Date and time of next meeting

  10. Minutes • Minutes are kept to provide an accurate record of what was discussed and decided at the meeting. • The meeting secretary will take notes during the meeting and then type them up afterwards. • Once the minutes are signed, they may not be altered in any way.

  11. Example minutes

  12. Meetings procedures • making decisions • motions • amendments • voting • points of order • resolutions • quorum.

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