Meeting Agenda and Procedure for Curlew Ltd Co.

This article discusses the meeting agenda and procedure for Curlew Ltd Co. It includes the purpose of the meeting, the structure, provisions, and challenges that may arise. It also includes a report for a volunteer meeting to be held on 22nd April 2018.

Question One
Curlew Ltd Co.
Meeting Agenda
Sunday, April 15, 2018
1100 hours
Type of Meeting:This meeting was called by the C.E.O to discuss the company’s strategic
plan for the second quarter in response to the release of the first quarter
financial results.
Facilitator: Nolla Williamson, Company Communication Director.
Attendees: All staff members of Curlew Ltd Co.
I. Call to order 2 Minutes
II. Roll call 5 Minutes
III. Approval of minutes from last meeting 5 Minutes
IV. Open issues 30 Minutes
a) Discuss the financial position of the company in response to last quarter release.
b) Discuss the loopholes in the company’s last quarter strategy.
V. New business 30 Minutes
a) Introduce new strategy for the revival of the company financial performance.
b) Introduce departmental reshuffle in effect to the implementation of the new strategy.
VI. Adjournment

Question 2
The structure of the meeting will be determined by a number of factors including
but not limited to the purpose, the attendees, and the context among others. This will help
in the smooth running of the meeting. For this meeting, the purpose is to facilitate the
communication between the executive and the lower level management in response to
unimpressive financial results in the previous quarter and to come up with a long lasting
solution on the same. The structure should, therefore, be as formal as possible with a clear
distinction between the lower level management and the C.E.O. the formal structure will
help in question and ease handling of response and most questions will be raised by the
junior staffs being directed to the CEO. As a result, the meeting will be held in the
boardroom and will entail an opposite facing setup rather than a roundtable meeting, this
set up will help in the distinction between junior and senior staffs.
Question 3
1. Ensure the venue meeting is booked in advance.
The guidelines from the organization structure state that the meeting must be
available for attendance and be able to accommodate the attending numbers.
2. Ensure that the attendees have all the necessary gadgets and that any electronics to
be used during the meeting is working.
3. Ensure that all the requested documents are furnished to attendees before meeting
time. The guidelines and procedure for the organization discourage late distribution
of papers.
4. Then we should get apologies for the meeting absentees.
Question 4

For meeting procedure I will have:
 Introduction: the meeting should be well introduced and all members play their role
respectively.
 Summary of meeting deadlines: we should have the previous meeting in place, and
members get the reminded of the last meeting. They will be free to raise a matter
arising from the meeting.
 Document agenda: all members should have agenda on hand to actively participate
in the meeting.
 Attachment: Any necessary thing that needs to be present at the meeting need to be
available, this includes the policies and the constitution if they are necessary.
 Minutes: There should be the secretary who will properly record the minute for
future reference and good record keeping.
 Action item: every item that is necessary for the meeting is supposed to be present
at the meeting place.
 Chair reports: the chair is always supposed to give some information on the
proceedings of the organization. The chair can also give the report from outside
partners to the meeting
 Record management: the minutes should be recorded and be easily read, be clear
and succinct for all the members.
 Meeting preparation: all that is necessary for meeting preparation, need to be put in
place before the meeting, this includes, the venue of the meeting, items necessary
among other. The information about the venue and other things need to be well
informed to members in time.

For meeting policy we will have:
 Introduction: this is the necessary condition for a meeting, as the meeting has to be
called in ordered and all members welcomed.
 Agenda and minutes for the meeting: all agendas need to be with members
beforehand and members need to have the minutes when they are ready.
 The form of decision: the decision arising from previous meetings need to be
addressed in the meeting, for instance, having a policy for child protection.
 Decision issue: there some issues that will provoke decisions to be made, at that
time the decisions can be postponed to other meetings for the decision to be well
deliberated on.
Question 5
I. The purpose of the meeting 15mins
II. Need for the meeting 5mins
III. Preliminary Agenda 10mins
IV. Place and time for the meeting 2mins
V. Sending invitation 2mins
VI. Sending agenda for the meeting 2mins
Question 6
Some of the provisions include:
a. Venue; the venue of the meeting need to be decided upon beforehand and all
members are conversant with it.
b. Catering; if there will need to prepare the meal for the meeting, then all necessary
requirement for catering has to be there.

c. Accommodation; if the meeting will take more days, then the plan accommodation
of members needs to be in place.
d. Transportation; it needs to be clear if members will use public means or private
means of transportation. If it is public, is the place accessible by public vehicles?
e. Entertainment and recreational activity; all properties pertaining to entertainment
need to be in place. This is in the case they will be used.
f. Stationery; all office stationery that might be necessary for the meeting to be in
place, this includes chairs and record keeping equipment and any other stationery.
g. Handouts; if members will be given some token after the meeting, then this is a
necessary provision.
h. Speaker and entertainment fee; the public address system need to be in place, the
guest of honor need to be planned for.
i. Public materials; brochures and flyers. This is necessary and they need to be in
place in time.
j. Staff; all staff that should be attending the meeting need to be invited in time. Staff
must be there for the meeting to proceed
k. Indirect cost; there should be emergency cost funds for the meeting so that in case,
there arises an emergency issue it can be properly dealt with
Question 7
1. Typing the meeting agenda 5mins

2. Sending the meeting agenda through emails 5mins
3. If it is hardcopy, I will print the meeting agenda and send them through post
office or messenger. 10mins
Question 8
I will use the phone SMS. This is because each and every person can easily access
the phone and get the service. It is also cheap to send an SMS and members can easily
reply to the SMS. Unlike other media like which at a time are not accessed by everybody,
for instance, few people will rarely read the emails if they are not in their offices. This
implies that SMS is easy to write, easy to send and easily received by the participants.
Question 9
1. A laptop
2. A meeting minute template
3. Microsoft word in place
4. Tape recorder
5. Paper and pen
6. The meeting agendas
Question 10
Before the start of the meeting, I will ensure everything I will use for recording
minutes is in a good condition, if it is laptop it is well charged and if it a book is well kept
and a pen operating well. I will arrive at the meeting in time, to be there when the meeting
starts and sit in a strategic place where I can listen to everybody, sitting in a strategic place
would also help me in case I will need to charge the laptop, I will sit where I can easily
access the socket for charging. this might include choosing the central place at the meeting

center in order for one not to strain to listen to anybody. I will keenly follow what the
members are saying and ensure nothing said goes unrecorded, and if I fail to capture any
point I will humbly ask them to repeat the point for me to accurately record it. This will be
helpful for future record references. I will rarely enter into discussion in the meeting, this
will help in I being very attentive in what others are saying and record keenly and every
point. Frequently entering into a discussion, I might enter into the serious argument with
members and forget to record appropriately as I want to defend my point. The rare entry to
the discussion does not rule out the possibility of me giving my views on different
opinions, I will always give my views when the need arise and record them. In case I learn
that I did not capture something during the meeting and it was supposed to be recorded, I
will seek clarification from the chair or the member who raised the point to ensure
everything is properly recorded.
Question 11
We use the API style guide documentation. This style will be very appropriate
because it is easy to read. It is clear and succinct and it makes the content engaging. If our
agenda, meetings, and reports are in this form, then they will be clear and engaging. The
minutes and all documents should always be easily accessible, succinct and clear to all the
members the members.
Question 12
1. Board of director that include: current values, mission and statement, member
recruitment system, member orientation system, attendances policies, membership
and term limitation policy, organization chat, chair and officer job descriptions,
committee charters, board operations and policy manual, by-law review policy,

chief executive performance review policy, board self-evaluation process, board
calendar.
2. Planning: current strategic plan, diversity plan, marketing plan, fundraising and
development plan, board and committee work plan, yearly operations plan.
3. Program and outcome evaluation: the valid method for client needs, service
outcome, and data collection method established target indicators
4. Information management: client, volunteer, personal, financial. Contributor and
donor record. Mailing list, description for workflow, manual for operation,
computer hardware, and software.
5. Volunteer and personnel management system.
Question 13
Report for the volunteer meeting to be held on 22nd April 2018
Due to the increasing number of volunteers and lack of volunteer appreciation, the
volunteers through their chair Tom Carney have requested for a meeting with the
management on 22nd April 2018. The members who have confirmed to attend the meeting
include all volunteers, some of the staff members, the Human resource manager, and the
accountant for the organization. In total, we have 57members who have confirmed their
attendance. Another staff has received the invitation and they are attending to confirm their
attendance. The venue of the meeting is yet to be confirmed have some strategy has been
put in place.
The meeting is expected to start at 8 am and take two hours, the main agenda for
the meeting will be to discuss how to appreciate the volunteers in our next activity. Some

of the form of appreciation that volunteers have requested include the increase in monthly
stipend, come up with team buildings, be assured of the job after the expirer of their
volunteer contract among other forms of appreciation. Another agenda that will be
discussed in the meeting in the relationship between volunteers and staff. Those are two
main agenda for the meeting.
The meeting is bound to face a number of challenges. One of the challenges we are
likely to face is, if no better solution is arrived on the issues of volunteers’ appreciation, the
volunteering to terminate their contract, we, therefore, to request some of the senior staffs
to attend the meeting in order to offer a long lasting solution to this problem. Since this is
an impromptu meeting, there is no budget for the refreshment and other major services for
they are required in the meeting, this might make it difficult for the running of the meeting,
and we humbly request the office to assist us in financial need of the meeting.
Since the meeting has been scheduled to happen at the time of work, then it will be
fair if the grievances of volunteers are solved in time. If the grievances are solved in time,
then the meeting will take short time and not hinder the normal operation of the
organization. This is why there is the high need to have senior staff in the meeting for
quicker resolution
Thanks, and we hope to have a long-lasting solution for the grievances of all the
volunteers in the coming meeting. Coming up with a solution will help in the easy
operation of the business in the organization.