Plan and Preparation for the Meeting - Desklib

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