Meetings
A meeting is a gathering of two or more persons for a common purpose. It enables a two-way
communication and allows participants to discuss issues. People may meet in the same physical space,
such as in a conference room, or they may meet via video conferencing or teleconferencing.
Importance and purpose of meetings
- Express viewpoints
- Solve problems
- Give reports
- Coordinate activities
- Plan events
- Motivate persons
- Invite change
- Share information
- Make decisions
- Dispel rumours
- Give instructions
Terms associated with meetings
- Ad hoc: A committee set up for a specific purpose
- Adjourn: To close a meeting or suspend it until a later stated time (meeting ended abruptly)
- Verbatim: using the same words (A word for word report of a speech)
- Quorum: The minimum number of members who must be present to hold a valid meeting. If
members leave while the meeting is in progress, so that there is no longer a quorum, the
meeting must be adjourned. If there is not a quorum any decision taken will be invalid.
- Casting vote: A vote allowed to the chairperson when there is a tie (the same number of votes
for and against a motion)
- Postpone: decision to put off a meeting to a future date. (Meeting was not held)
- Cancel: To decide that an organized event will not happen
- Proposal: An act of offering or suggesting something for acceptance
- Motion: A proposal formally made at a meeting by a member (proposer) for discussion and
supported by another member (seconder)
- Resolution: A motion that is passed at a meeting by a majority vote
- In Camera: In privacy – A meeting held in a closed room to which the public is not invited
- Proxy: A person who is authorized by another person to vote on his or her behalf.
- Nem con: With no one contradicting. No one voted against a matter though some may have
abstained.
- Lie on the table: The decision at the meeting that no further action be taken on the matter
under discussion.
- Standing order: (Parliamentary Procedure) The rules ensuring continuity of procedure during the
meeting of an assembly
- Point of order: A point raised concerning the breach of the standing orders.
- Status quo: Everything remains the same in its existing state
- Unanimous: When everyone present at a meeting voted in favour of a motion
- Vote of no confidence: When most members disagree with the actions taken by the chairperson
during a meeting, they can move a vote of no confidence.
- Sine die: With no agreed date -indefinitely
Types of meetings
1. Formal meeting: Are those that are required by law or the standing orders or constitution of the
organization and are conducted in keeping with specific predetermined guidelines.
2. Informal meetings: Are less structured and may be called whenever necessary. The person
calling the meeting may decide whether it is necessary to have minutes taken
Types of formal meetings
- General meetings: This may be held for all the stakeholders of an organization e.g., Customers,
government, the community, sponsors, suppliers
- Annual general meeting: This is held once per year, as required by law or by the organization’s
constitution
- Board meeting: This meeting is attended by the directors. A director is elected or appointed to
oversee the activities of the business. Board meetings are generally to make strategic plans for
the performance of the company and the effectiveness of its managers and makes decisions
aimed at ensuring the organization’s success. The board must discuss issues such as
(a) Financial control of the organization
(b) Compliance with legal requirements
(c) Health and safety
- Extraordinary general meetings/Special general meeting: This meeting may be called by the
directors or by a specified percentage of the shareholders (10%). They are called to discuss
exceptional issues that are of concern to the shareholders or members of an organization e.g., a
meeting called to remove a director before the completion of his or her term of service.
Fourteen days’ notice must be given to members informing them of the place, date, and time of
the meeting, also the nature of the business to be discussed.
- Committee meetings: A committee is a special group that is set up for a specific purpose or area
of work. (Temporary arrangements and is disbanded when its objectives are met.
Types of committees
- Executive: Have the authority to manage an organization e.g., a charity may be run by an
executive committee
- Standing: Are set up to deal with ongoing issues
- Advisory: Consist of persons with expertise in a particular field, who advice management in
their area of specialization
- Ad hoc: Set up for a specific purpose e.g., to plan and manage a firm’s award ceremony
- Statutory meetings: This is the first meeting held by a newly formed public limited liability
company. The laws of most countries specify that this meeting must be held no more than six
months after the company is established.
Informal Meetings
Staff meeting: This meeting is usually held between management and all personnel in an organization.
This meeting enable direct, face-to face communication between administration and personnel. At this
meeting development of a statement of vision, mission statement, organizational objectives and
strategic goals should be done in collaboration with all persons in the organization.
Departmental meeting: It’s a meeting held by any department of an organization when the need arises
so that members of the department may discuss matters concerning the department.
Personnel associated with meetings
- Chairperson: The person who presides at a meeting and ensure that the meeting is conducted in
accordance with the regulations as set out in the Articles of Association or Standing Order.
- Secretary: The person who is responsible for planning for a meeting assisting the chairperson
during the meeting and preparing the minutes of the meeting.
- Treasurer: The person who is responsible for managing the funds and for the financial records
of an organization.
- Proxy: A person authorized to attend a meeting and vote for a member who cannot attend.
- Ex – Officio member: A person who is invited to become a member of a committee by virtue of
his or her office or status. He or she has no voting right e.g., the community police and the
guidance officer may be invited to a staff meeting to deal with students’ indiscipline.
Requirement before a meeting
- Obtain a list of all who should attend
- Invite guest speakers if required . Confirm their availability
- Book the venue and ensure that there is sufficient accommodation
- Send out notices informing the attendees of the date, time and venue
- Prepare any documents that may be discussed at the meeting or circulated in advance
- If necessary, arrange for refreshments.
- Ensure that there is enough of all supplies, as well as printed material such as reports or
brochures
- Arrange for equipment, such as microphones, projectors, and screens, if required
Requirement during a meeting
- Greet any new members and make appropriate introduction
- The chairperson is responsible for directing meeting e.g., ensures that the meeting starts on
time, determine whether there is a quorum, welcome the members and make opening remarks
that will set the tone of the meeting. Ensures that discussion keep to the agenda and time
frame. Facilitates the discussion ensuring that no one person dominates. Summarizes decisions
and clarify actions. Thank participants and bring the meeting to a close.
Requirement after meetings
- Collect and organize all materials that have been left in the room
- Discard used scrap paper, ensuring that papers with confidential matters are shredded.
- Return or arrange for the collection of all equipment, additional furniture or other items that
were placed in the room.
- Ensure that the room is tidy.
Legal Requirements of Annual General Meetings
Company’s Act: This consists of the laws that are established by a country’s government to direct the
operations of companies. The company act regulates
- The registration of companies
- Management of companies
- Publication and filing of financial statements
- Recordkeeping and access to records
- Shares and the rights of shareholders
- Compulsory meetings
Management structure of companies: The management team of a company include those persons who
are employed to control its day-to-day operations. The management team may consist of
- Chief executive Officer
- Chief operations officer
- Chief financial officer
Officers, shareholders of companies: The officers of a company are the persons who are appointed to
govern it. They are called directors. These directors are not employees of the company. The directors
must ensure that all the company’s activities are in keeping with its constitution and ensuring the
success of the organization.
Shareholders- they are the owners of a company. They provide the money to finance the firm’s
operations by buying shares.
Meeting Proxies: Shareholders who are unable to attend an AGM may choose to allow someone to vote
on their behalf. This is called a vote by proxy.
Corporate records: The company secretary is usually responsible for maintaining corporate records.
These are official records and include
- Registers of directors, officers, secretaries, members
- Contracts
- Documents relating to redemption or purchase of shares
- Records of resolution and changes to the constitution of the organization
- Minutes of board meetings and general meetings.
Articles of Incorporations: This makes up the document that is registered with the government when a
corporation is formed. It provided information such as
- Name of the company
- Location of its registered office
- Objectives of the business and the nature of its operations
- Power and authority of directors
- Issue of shares and distribution of dividends
- Voting rights of members
Company by – laws: Are its internal rules. They prove guidelines on how the organization must operate
such as
- Time and venue for meeting of directors, officers and shareholders.
- Start of the company’s fiscal year
- Procedures to be followed in meeting
- Process by which by-law may be amended.
Follow-up procedures related to decisions made at meetings (Secretary)
- Type the minutes and present the first draft to the chairperson for his or her input.
- Prepare the final copy of the minutes and give it to the chairperson for approval.
- File a copy of the approved minutes in the organization’s minutes book and record the entry in
the index.
- Circulate the approved copy of the minutes to those who should receive it.
- Send a ‘thank you ‘ letter to the guest speaker if there was one.
- Prepare a to-do list of all actions that you were asked to do, such as send out correspondence.
- It may be necessary to prepare an action plan. Circulate the action plan to the relevant persons,
including those who were absent from the meeting.
-
Action Person Start date Complete Resources Expected
Responsible date needed outcomes
Action Sheet
Meeting Protocol
Meeting protocol is the established rules for how a meeting should be conducted. These rules may
include the following:
- Seating arrangement: For example, the chairperson sits at the head of the table, with guests to
their right in order of importance
- Confidentiality: What is said at the meeting should not be discussed outside the organization
- Respect: Speech and actions should show consideration for all present.
- Decision-making: Whether voting will be done by voice, show of hands or written ballot
Robert’s Rule of Order governing meetings
This is a book of guidelines on how a meeting can be conducted according to parliamentary procedure.
Parliamentary procedure is the collection of rules, ethics and customs that govern meetings of decision-
making groups. It allows everyone the opportunity to be heard and to make decisions in an orderly
manner.
Documents associated with meetings
- Notice
- Agenda
- Minutes
Notices
A notice of a meeting is usually sent no fewer than 14 days in advance to all people who are entitled to
attend. It communicates the following information
- Name of organization
- Day
- Time
- Venue
- Type and purpose of meeting
Perseverance culture club
Notice of Meeting
There will be a meeting of the executive Committee at the Community Centre on Friday, 19 January
2007 at 1300hours.
The agenda will be circulated later
Sharon Payne
Hon Secretary
Notice of a Meeting
Agenda
This is a list of items in the order in which they are to be discussed at a meeting. This document is
prepared by the secretary after consulting the chairperson. It is circulated long before the meeting so
that members may study the items to be discussed. It is prepared as a separate document or combined
with a notice. The items on the agenda may be listed in the following order.
- Apologies for absence
- Minutes of the last meeting
- Matters arising from the minutes
- Correspondence
- Reports (if)
- Items to be discussed e.g., sport day, subscription
- Any other business
- Date and time of next meeting
These are followed by the secretary’s signature
Minutes
The minutes are used to document all proceedings from the start of the meeting to its conclusion. They
are a permanent record of the decisions and activities of the organization. The minutes are important
because they:
- Provide a full record of the discussion at the meeting
- Identify the actions taken or that should be taken, and by whom
- Record whether the goals have been achieved
- Assist in planning future meetings
The minutes must contain
- Date, time, and venue of the meeting
- Names of all who are present
- Apologies for absence, if given
- Name of the chairperson
- Purpose of the meeting
- Issues being discussed, usually in the order indicated on the agenda
- Decisions taken
- Date, time, venue, and purpose of the next meeting.
