Plan and Preparation for the Meeting - Desklib

This study material from Desklib provides insights on the plan and preparation for a meeting. It includes a meeting requirement form, agenda, participants, seating arrangements, supporting material, and organizational requirements. The material also covers the responsibilities of a finance committee, applicable conventions, and meeting procedures such as the chairperson, quorum, and motions.

PLAN AND PREPARATION FOR THE MEETING 1
Plan and Preparation of the Meeting
Student’s Name
Institution

PLAN AND PREPARATION FOR THE MEETING 2
Preparation and Planning of the Meeting
Appendix 1: Meeting Requirement Form
Meeting Requirement Form
Chairperson Frank Goudie
Department Finance
Meeting name Finance committee annual general meeting of financial management,
budgeting, discussion on company performance, and election of the
company auditor
Meeting details
Date 31 July 2018 Time 08:00 a.m.
Location Board room Budget $300
Meeting format
Purpose The meeting aims to discuss the current affairs of the company in
regard to the annual financial performance in comparison to the
anticipated performances.
The meeting will also address the financial goals as they were set in
the previous year meeting and how they have been met.
We also intend to discuss the company budget and how the estimates
have been maintained and if there is any deviation to be addressed.
And the financial management programs used by the company and
their efficiency in ensuring the company are secure from
misappropriations of funds and wastage.
The meeting will also resolve on the new internal auditor of the Adept
Owl Games Company
Agenda The meeting aims to discuss the following agendas
 Welcoming the members present and preliminaries
 Meeting preparations
 Receiving apologies
 Reading and confirmation of the previous minutes
 Matters arising from the previous minutes
 Presentation and analysis of the company financial report
Reading of the previous budget and estimates and how the
objectives have been achieved
 The financial management internal controls of the Adept Owl
Games Company and how it has been effective
 Evaluation of the company performance in terms of the
financial performance and how to make improvements
 Election of the new company auditor
 A brief talk from the speakers
 Any other business

PLAN AND PREPARATION FOR THE MEETING 3
 The arrangement of the next meeting
 Adjournment
Participants Internal
 Tim Davies – company
CEO
 Jayne Dashiel –
personal assistant to
CEO
 John Robin – company
auditor
 Ruth Grabbe – general
manager of operations
 Gareth Singh – product
development manager
 Jack Macquarie –
distribution manager
 Peter Mckenzie –
manufacturing manager
 Bac Aho-Bartle –
human resource
manager
 Sarah Callis – product
development officer
 The company
shareholders and board
members
External
 Ray Straton – financial
analyst
 Hellen Munroe – economist
Speakers  Tim Davies – company CEO
 John Robin – company auditor
 Ray Straton – financial analyst
 Hellen Munroe – economist
Seating arrangements The seats facing the audience will be for the CEO, chairman, board
members, and the invited guests. The rest will take their respective
seats in the room.
Video or telecommunication requirements: not required
Supporting material
Pre-reading The participants are required to read the organizational
requirements, applicable conventions, and legal and
ethical requirements documents supplied to them before
the meeting
Meeting documentation These documents include:
 Invitation letter
 Minute’s templates
Equipment requirements Projectors, white board, computer, seats, and writing
materials
Hospitality requirement
Catering requirements Foods and beverages

PLAN AND PREPARATION FOR THE MEETING 4
Accommodation requirements Two rooms for two days for the invited guests which
approximately cost $100
Other requirements
Special needs of attendees Some of the shareholders attending the meeting may have
special need which will be addressed as per their
occurrence.
Organizational requirement
Setting up a Finance Committee
The finance committee is tailored to suit the needs of the company. As there are no legal
requirements to have financial committees, the board members are free to design and set terms of
reference for the committee. The responsibilities of the finance committee are also included to
provide the scope of the rights and responsibilities. The documentation provides continuity over
time and gives a finance committee clear understanding of their responsibilities.
Membership of the financial committee
The members of the board are part of the finance committee as it is a sub-committee of the board
member. The non-board members will provide advisory participation in the finance committee.
The committee will also constitute managers of various departments in the company.
Recruiting Board members with non-financial experience can provide fresh points of view and
varied experiences. We believe it is as important to have Finance Committee members who
question the way things are done as it is to have members with preset notions of how finances
should be managed.
The financial staff members of the Adept Owl Games Company will be requested to attend the
most of the finance committee meetings. This will help ensure that the Committee receives
accurate information and is advised of changes in the organization’s financial circumstances on a
timely basis.
The company auditors will also be invited to at least one's financial committee meeting each
year. The Committee should review the findings of the annual audit and discuss any concerns
and/or suggestions regarding internal control at that meeting.
What the Finance Committee should review
The company financial committee should review and report to the company board of directors in
all aspects of financial management which include:
 Setting up of the budget for the company objectives
 Monitoring of the performance of the company
 Comparing the performance forecast with the actual performance and establish and
recommend the needed adjustments to the board

PLAN AND PREPARATION FOR THE MEETING 5
 Take an active part in the internal control system to ensure optimum use of financial
resources
The terms of reference for your Finance Committee could include the following:
Monitoring the Budgeting Process
Regular reports comparing actual financial results with budgeted forecasts should be made by the
Committee to the Board throughout the year. The Committee should periodically (at least
quarterly) review the critical underlying budget assumptions (enrolment, fees charged, number of
staff and salaries paid, etc.) and recommend appropriate budget adjustments to the Board.
The Committee should make recommendations to the Board for fee increases where necessary
and report if and when funds are available for salary increases. While it would generally not be
appropriate for the Finance Committee to recommend individual raises to the Board (this is
usually left up to the Personnel Committee), it would be their responsibility to determine how
much in total is available for raises on an annual basis.
Monitoring day-to-day record keeping
The Finance Committee should determine whether the day-to-day internal controls of the
organization are functioning as expected. This review should be done at least once a year. If
circumstances change during the year then an interim review may be appropriate. For example, if
parent fees receivable steadily increase over several months it would be appropriate for the
Finance Committee to review whether the organization’s policies of debt collection are being
followed and determine whether the policies themselves are effective. The Finance Committee
could also consider having a staff report on the status of financial reporting systems on a
quarterly basis.
The Finance Committee should approve significant changes in day-to-day accounting systems
such as implementing new accounting software and reallocation of record keeping duties (e.g.
hiring a bookkeeper).
Financial reporting
The Finance Committee should:
 Review internal financial statements on a regular basis to make sure that the statements
make sure they are correct and to notify any financial trends to the Board of Directors.
 Review the annual audited financial statements prior to presentation to the Board of
Directors and discuss the statements with the auditor if necessary. Items to be discussed
with the auditor could include:
o any changes in accounting policies and practices
o recommendations for improving internal controls
o observations the auditor might have regarding the financial efficiency and future
financial viability of the organization.

PLAN AND PREPARATION FOR THE MEETING 6
 Recommend to the Board of Directors the selection of an auditor for the following year
together with the anticipated fees.
 Present the financial statements and a brief annual financial report to the members of the
organization at the Annual General Meeting.
Keeping assets safe
At least annually the Finance Committee should review financial policies to ensure the safety of
assets. The Committee should review whether the policies governing the signing of cheques, use
of organization credit cards and purchase of investments continue to be appropriate and have
been adhered to throughout the year.
Frequency of meetings
The Board and members of the Finance Committee should determine the frequency of the
Committee’s meetings. The meeting will be held at least quarterly. These meetings should not,
however, replace the review and discussion of financial information at the monthly Board
meetings.
Applicable conventions
General requirements for a meeting
All formal meetings of the Adept Owl Gaming Company must be properly convened in
accordance with the association’s rules. All members must be notified of:
1. what type of meeting is being held;
2. the place, date and time of the meeting; and
3. the business to be considered at the meeting, including the full text of all agendas that
will be put to members at the meeting.
For the meeting to commence, there must be a quorum according to the company rules. If there
are not enough members present at the meeting, it will be invalid and any motions passed may
not be effective. If there is a quorum, then all voting and passing of resolutions must be carried
out in accordance with the rules and recorded accurately in the minutes.
Notice and agenda of the meeting
The purpose of a notice of the meeting is to inform the members of when and where the meeting
will be. The agenda informs the members of what is to be discussed and done at the meeting so
that the members can decide:
 whether or not they want to attend the meeting; and
 if proxy or postal voting is allowed and they do not propose to attend in person, how to
cast their proxy or postal vote.

PLAN AND PREPARATION FOR THE MEETING 7
Agendas, confirmation of meeting details and any reports should be sent out in advance to allow
people time to read the documents. Where proxy or postal voting is allowed, proxy forms or
voting slips should also be sent at this time.
The minimum time a notice may be sent before a meeting is set out in the rules of the company,
and must be strictly adhered to. Inadequate notice of meetings may result in a meeting being
invalid.
Notice periods vary in accordance with the type of meeting to be held. For example, a committee
meeting may require only five days’ notice, whereas the notice period for the AGM could be as
long as three weeks.
All members who are entitled to attend a meeting must be given proper notice in accordance with
the rules. And, all members are entitled to be invited to attend a special general meeting.
A typical agenda briefly set out what matters will be covered and in what order.
If members are notified of the business to be conducted at the meeting, then the meeting must be
confined to dealing with those particular matters. The chairperson should ensure any new agenda
items raised during the meeting are put on the agenda for the next meeting and not discussed at
the current meeting. This allows members time to consider matters properly and avoids
disadvantaging members who have already voted by proxy or postal vote (where these methods
of voting are allowed).
Chairperson
A proper meeting must have a chairperson to chair the proceedings. The chairperson is required
to control the meeting procedures and has the task of:
 making sure proper notice is given and there is an agenda listing all items needing to be
covered;
 checking (and usually signing) the minutes of previous meetings;
 keeping time (important – to ensure the meeting gets through its business in the allocated
time);
 dealing with the order of business;
 facilitating discussion;
 keeping order;
 ensuring everyone has an opportunity to speak;
 receiving motions and putting them to the vote;
 declaring the result of any motions, such as what has been resolved;
 making sure decisions are reached on issues discussed and that everyone understands
what the decisions are; and
 declaring the meeting closed.
The chairperson does not usually vote on a motion but is entitled to do so, as long as he or she is
a member with voting rights. This ‘deliberative’ vote must be made at the same time as all other

PLAN AND PREPARATION FOR THE MEETING 8
members vote. The rules may provide that the chairperson has an additional ‘casting’ vote if
there is a tie in the vote.
Quorum
A quorum is the minimum number of people required for the meeting to be valid. The Act
requires that a quorum is stated in the rules of the incorporation for both general meetings and
committee meetings. In the case of sub-committees, the management committee may set the
quorum. The quorum may be set as a percentage of the membership rather than a set number, to
allow for changing membership numbers.
If a quorum is not present, the meeting may:
 be reconvened to another date; or
 continue, with the chairperson declaring (and the minute's show) a quorum is not present.
The decisions made at the meeting then carry the weight of recommendations to be
ratified:
o later during the course of the meeting (eg if another member arrives and a quorum
is achieved); or
o at the next convened meeting where a quorum is present.
Motions and resolutions
A motion is a proposal that is put before a meeting for discussion and a decision. If a motion is
passed it becomes a resolution. Resolutions are binding and should be recorded in the minutes.
The company’s rules will provide details about how motions should be dealt with and these
should be observed.
It is best practice for motions to be placed on the agenda so members have adequate time to
consider them before the meeting.
Putting forward and voting on a motion
 A member of the meeting puts forward a clear and concise proposal for a decision or
action to the meeting via the chairperson. This is called a motion.
 A second person agrees to 'second' the motion. This person is referred to as the seconder.
This is not a vote in favor of the motion but a vote to have the motion put before the
meeting. If a motion is not seconded, it lapses.
 The Chairperson then opens up debate on the motion, often by saying 'does anyone wish
to support/speak against the motion?' The mover of the motion can speak to the motion –
outlining why he or she thinks the motion should be passed.
 Discussion follows, generally in the format of alternating speakers for and against the
motion.
 After sufficient debate, the person who originally moved the motion has a right of reply.
 The motion is read aloud and voted on.

PLAN AND PREPARATION FOR THE MEETING 9
 If the motion is passed, it becomes a resolution. A resolution passed by a simple majority
of votes (more than half of the members who cast a vote) is known as an ordinary
resolution. Most resolutions in the life of an association will be of this type.
 The resolution is formally documented in the minutes along with the name of mover and
seconder.
Amending a motion or resolution
The mover with the agreement of the meeting can usually amend a motion. Alternatively,
someone may wish to move an amendment to the original motion, which if successful creates the
second motion.
It is important the chairperson keeps proceedings as simple as possible. If a motion does not fully
express the view of the meeting, it is sometimes easier to simply vote on it and let it be defeated.
Resolutions can be withdrawn or canceled at the same meeting by following the same procedure
that applies for moving and adopting a resolution.
Points of order
In general, the rules of debate are that someone should not be interrupted while they are speaking
for or against a motion, unless:
 there is a procedural motion passed to stop debate or ‘that the speaker no longer be
heard’; or
 the chairperson interrupts in the interest of orderly conduct; or
 there is a point of order.
A point of order is addressed to the chairperson by someone standing up and saying 'point of
order' or 'I wish to raise a point of order'. This means that the person making the challenge is
saying the speaker should stop because he or she has breached a principle of ordered debate. The
chairperson takes the point of order, listens to the reasons why the point of order has been raised
and can ask for discussion on the order (for and against). The previous debate is stopped while
the point of order is discussed. It is the task of the chairperson to rule on the point of order and
his or her decision is final.
Voting methods
Each member is entitled to one vote to indicate whether they are in favor of or against a motion.
Once the vote has been taken, the chairperson or returning officer (an independent person)
collects and counts the papers. The meeting may be adjourned while the counting is taking place;
 poll: similar to a ballot in that the vote is written. It is technically the only form of voting
that allows all proxy votes to be counted. Under common law, a poll is usually
‘demanded’.

PLAN AND PREPARATION FOR THE MEETING 10
 proxy and/or postal votes: the rules of the association may make provision for proxy
and/or postal votes. A proxy vote is where someone else votes on behalf of another
member who is unable to attend the meeting or
 chairperson's casting vote: if the votes are equal or tied the chairperson may exercise a
second or casting vote to decide on a motion, but the rules need to provide for this.
Although the chairperson may use the vote to decide either for or against a motion, it is
preferable to give it against the motion.
Management committee decisions are often made by consensus. Where voting is required it is
usually by voices or show of hands.
Minutes
The company must maintain and keep accurate minutes of all the meetings, whether general,
committee or sub-committee meetings. Apart from being a record of what transpired, the minutes
are also evident and can provide protection for individuals who act on the decisions of the
association.
A good process to ensure the minutes are accurate is to:
 make sure that someone is nominated to take the minutes. Generally, this will be the
company’s secretary and that responsibility will be allocated in the company’s rules.
 keep a record of proceedings during the meeting. It is important the minute's record any
resolutions or decisions made at a meeting. Minutes should be as brief as possible
without jeopardizing accuracy and credibility of the record.
 make sure that attendances and any apologies are noted. Usually done at the beginning of
a meeting, although if people leave early or arrive late it is a good idea to also keep a note
of this.
 present previous minutes for approval. Members should be given the opportunity to
propose corrections to the minutes or to seek to have additional details of what occurred
recorded. Minutes should be approved on the basis that they are a correct record of the
meeting.
 identifying the approved minutes. The chairperson should also initial any amendments
and state that the minutes have been approved as a correct record of the meeting.
 file the approved minutes.
Legal and ethical requirements
Participants at a meeting need to be aware of what their responsibilities are in relation to codes of
practice, such as how they conduct themselves in meetings. The company has codes of practice
or expected behavior is communicated through ground rules that are determined by the meeting
group.
The participants are expected to keep confidential the information discussed in the meeting and
not to share with the third party.

PLAN AND PREPARATION FOR THE MEETING 11
All aspects of organizational activities, OH&S issues also apply to meetings and its participants.
Appendix 2: Meeting Preparation Action Plan
Meeting Preparation Action Plan
Meeting name: Annual General Meeting of Adept Owl Games company
Meeting date: 31 July 2018
Chairperson Frank Goudie
Action required By whom By when
Sending the invitation letters of the
meeting to the both internal and
external participants
Angela wong – the
company secretary
15 July 2018
Preparation of the meeting
boardroom
Rhoda Whiting 25 July 2018
Sourcing of the catering Brian Cooper 25 July 2018
Printing of meeting papers Angela Wong 20 July 2018
Sending emails to the participants Angela Wong 20 July 2018
The meeting documentation
Invitation letter
Adept Owl Game Company
42 Challenge Lane
Ph: 03 8234 5678
Fax: [phone]
20 July 2018
(Name of the receiver)
42 Challenge Lane
Ph: 03 8234 5678
Fax: [phone]
Dear (sir/madam)
REF: INVITATION TO A FINANCE COMMITTEE MEETING

PLAN AND PREPARATION FOR THE MEETING 12
On behalf of the company, I privileged to invite to the annual finance meeting which will take
place on 31 July 2018. The purpose of the meeting will be to address the issues that are affecting
the company financial performance and management. At the meeting, the budget and financial
matters will be discussed as well as the election of the next company auditor.
The agendas of the meeting include:
 Welcoming the members present and preliminaries
 Meeting preparations
 Receiving apologies
 Reading and confirmation of the previous minutes
 Matters arising from the previous minutes
 Presentation and analysis of the company financial report Reading of the previous budget
and estimates and how the objectives have been achieved
 The financial management internal controls of the Adept Owl Games Company and how
it has been effective
 Evaluation of the company performance in terms of the financial performance and how to
make improvements
 Election of the new company auditor
 A brief talk from the speakers
 Any other business
 The arrangement of the next meeting
 Adjournment
Your views on the agendas are welcomed. In case you need any additional agenda or concern
feel free to contact the company secretary.
Your presence will be highly appreciated
Yours faithfully
(Sign)