PowerPoint presentation Principles of providing administrative services Handout 1: Meetings

Types of meeting Meetings may be either: formal Informal.

departmental or team meetings 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. Informal meetings are usually groups of people meeting to discuss their work, regularly or as one-off occasions. Whilst notes of what happens in the meeting may be taken, they are likely to be briefer and not subject to the same regulations as a formal meeting.

Examples of formal meetings: health and safety meeting 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. Formal meetings follow set procedures in terms of documentation and processes involved. Chairperson to run the meeting and have the casting vote. A secretary to take notes of what is discussed and agreed at the meeting. Depending on what the meeting is about, may also be a Treasurer to put forward any financial points

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.

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. For example, a director may suddenly retire from the board or there may be financial problems or the possibility of a company takeover.

what the meeting is about who is involved the frequency of the meeting 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. Regular formal meetings are likely to have written Terms of Reference. (In informal meetings there will also be Terms of Reference but they may be just what is considered usual practice in the organisation and not written down.)

Documents involved in meetings notice agenda chairperson’s agenda attendance list minutes. Notice Gives written notification of when and where a meeting is to take place and is sent to all those attending. often combined with the Agenda into a single document. Agenda sets out the items to be discussed at the meeting and will also include a number of standard items as well as specific items for discussion should be sent out to delegates in advance of the meeting. Chairperson’s Agenda – has space for him/her to write their own notes and reminders against each item. Attendance List – This is a list of people attending the meeting and usually has a space alongside each name for them to sign in on arrival. Minutes – This is a record of what took place at the meeting.

Health and Safety Committee Meeting 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 standard items Example agenda standard items

Once the minutes are signed, they may not be altered in any way. 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. A draft will usually be submitted to the Chairman for his approval before a copy is sent out to all those attending the meeting as well as those who should have attended but were absent. Minutes are kept to provide an accurate record of the meetings and are formally agreed as such by all of those involved at the next meeting before being officially signed as correct by the Chairperson.

Example minutes Example minutes

Meetings procedures making decisions motions amendments voting points of order resolutions quorum. Making decisions For a meeting to make a decision it must have a proposal made before it, usually in the form of a motion, which will be debated during the meeting. Motions They are a way of getting a meeting to make a decision. The decision once taken it becomes a resolution. There needs to be a 'proposer' (or 'mover') and a 'seconder' for a motion to be debated. „ The proposer and seconder to speak in support of the motion, saying why they support it, and why they want other people to support it. The motion is then discussed as required and a vote will be taken. If a majority of votes are in favour the motion becomes a 'resolution' of the meeting. Amendments Amendments are alterations to the original motion and must be agreed by the meeting. Voting If there is an amendment, it should be voted on first. If the voting goes against the amendment, then discussion can continue for the original motion. If the amendment is voted for, then the amended motion is voted on. The chair has the casting vote when there is a tie, otherwise the chair does not usually vote at all. Abstentions are those not choosing to vote and do not count. Points of order Points of order deal with the correct conduct, or procedure, of the meeting. Members of the meeting can call 'point of order' if they think that„ there is a breach of the meeting's rules. The chairperson decides whether the complaint is justified or not. Resolutions These are the decisions that are made as a result of the majority of the meeting’s members voting in favour of motions. Quorum This is the minimum number needed to be present in order for the meeting to make decisions that will be legally binding. For board meetings, the quorum is usually set by the directors but, if the directors make no decision, the quorum is two.