Conducting and Chairing a Workplace Meeting: Agenda, Minutes, and Action Plan

This article provides guidance on conducting and chairing a workplace meeting, including creating an agenda, taking minutes, and developing an action plan. It also covers the recommended phases for reaching consensus and the importance of anti-discrimination legislation and ethical principles.

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BSBADM502
Name
Student ID
Institutional Affiliation

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A1 WRITTEN ACTIVITY
Task 1: Action - Conduct and Chair a workplace meeting and produce;
1. An agenda
2. Minutes of the meeting and;
3. An Action Plan for a minimum of 2 key items on the agenda
Refer Move project team meeting Minutes.doc Case Study in Resources folder
Task 1
AGENDA
MEETING AGENDA
Date: 27/10/2018
Time: 11:52 am
Location: Hall Seven
Topic:
The meeting aims to formulate the agenda of
the items to discuss in the next meeting since
the company has been facing various challenges
which need to be discussed.
Attendees: Mr. Timothy Burrow – Secretary,
Company Secretary
Mr. Michael Scott – Chairman
Mr. Michael Dave – Finance Department
Mr. James Daniel – Member, Procurement
section
Facilitator: Michael Scott – Chairman
Recorder: Timothy Burrow – Secretary,
Company Secretary
Timekeeper: James Daniel
Other Role(s): n/a

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Meeting Objectives:
 Approval of BSC previous meeting
 Assignment
 Disk space allocation
 ADM-debriefing
 SMC-debriefing
To prepare for this meeting, please:
 carry a pen and a booklet
Materials we will use at the meeting:
 pen
 booklet
Schedule 11:52am – 1:35pm
Time presente
r
topic
11:52
am-
12:00pm
Timothy
Burrow
 Welcome: Review meeting objectives and agenda
12:00
pm-
12:15pm
Catherine
Brook
 Approval of BSC previous meeting
12:15pm-
12:30pm
Michael
Scott  Assignment
12:30pm-
12:45pm
Michael
Dave
 Disk space allocation
12:45pm-
1:15pm
James
Daniel
 ADM-debriefing
1:15pm-
1:35pm
Catherine
Brook
 SMC-debriefing
MINUTES

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Minutes of the meeting of the Evergreen Executive Committee to be Held On 27/10/2018 at
11:52 am at Hall Seven
Attendees
Mr. Timothy Burrow – Secretary, Company Secretary
Mr. Michael Scott – Chairman
Mr. Michael Dave – Finance Department
Mr. James Daniel – Member, Procurement section
Apology
Mrs. Mary Reginald – Member
1. Approval of BEC minutes of August 10, 2018
The minutes were approved and several amendments were made including;
a. Decision
No decisions made regarding the type of system to be used for the management of
payments. Mr. Scott made a request that the heads of branches would be advised in
writing. This was approved.
b. Clarification
Deadlines not being met due to decisions on item actions not made yet.
2. Allocation of disk space
a. The chairman’s message was sent to thirty-six out of forty accounts in the branch.
Since the branch’s disk space is almost filled up, it was unanimously agreed that there
would not be a reduction of disk space by the branch until the committee for the
management of information systems met with the manager and obtained a clarification
on the requirements.
3. ADM-debriefing
The agenda for the cabinet was discussed. The covered items included the Livestock

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Pedigree Act, the dairy program, the Alberta Memorandum and a water resource strategy.
Mr. Daniel and the deputy branch manager were to meet with Mrs. Cameron Alex who is
the manager of Nova Scotia, on September 1st. on July 20, 2018, the Manito
Memorandum of Understanding was signed.
4. SMC-debriefing
The Framework for Operational Planning was discussed although the members did not
have an agreement on the opening statement. It was therefore agreed that the statement
needed to be reviewed following the preparation of a draft which is revised.
5. Other businesses-assignment of duties
Nova Scotia requires the services of a Procurement Officer for a short term. The
organization’s procurement officer would be approached.
The meeting ended at 2:45 pm. Next meeting would be on December 12, 2018.
Mr. Michael Scott – Chairman
Signature:
Mr. Michael Dave - Finance Department
Signature:
ACTION PLAN
1. Assignment of duties
The objective is to ensure that Nova Scotia gets the support they need for effective
execution of their services to the organization hence the first thing to do is to approach the
procurement officer regarding the matter. Mr. Michael Dave has been tasked with the responsibility
of approaching the procurement officer going to the headquarters and request for the procurement
officer to be posted in the Nova Scotia Company. The headquarters should immediately un-assign

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the procurement officer from their current duties and immediately post them to Nova Scotia
organization. As it is a high priority matter the process should be complete on December 1, 2018.
2. Allocation of disk space
The primary objective of the action plan is to ensure that disk space has been allocated
within the shortest time possible. The chairman should send a clear message which would cover the
entire forty accounts to avoid some people being unaware of the chairman’s message or to hear it
from a second party. Mrs. Mary Reginald who is a member of the committee should follow up with
the manager to discuss their meeting with the committee for the management of information
systems. The meeting should be arranged on or before November 28, 2018, to avoid further delays.
The meeting is crucial for the management of disk space thus should be taken with the highest
priority. The committee chairman will follow up to ensure that the plans are going on as arranged.
Task 2:
1. What is an “Action Plan?”
The action plan is detailing of tasks and duties that must be accomplished, determining who is
responsible for completing the tasks and periods in which the tasks must be completed.
Furthermore, action plans assist in tracking down all the tasks taking place during the meeting and
strategies on how the tasks could be completed appropriately within the set deadlines in order to
reach objectives and goals of the meeting.
2. List two advantages of recording an action plan in workplace meetings
 Action plan assists in the keeping of track of all the tasks requirements, who is
completing them and why they are completing them hence assisting in milestone
assessments.
 Actions plan can be used for future reference for the participants to refer for the next
action plans.

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3. List 3 strategies that the manager/facilitator of a workplace meeting could use to
encourage participation by all team members in attendance at the meeting.
 Ensuring everybody is contributing in the meeting
 Be aware of time factors and when time to end the meet is approaching, end the meeting
 By ensuring that everybody gets an opportunity of contributing his or her views in the
meeting
Task 3:
List the 5 recommended phases for reaching consensus
The consensus in the meeting allows each participant to have an equal impact in the process of
decision-making (Sumpter and Pratt 2009 p.743). Furthermore, consensus represents all the
member's support and best thinking of a team. Some participants or team members in a meeting
may fully disagree with a specific decision, but the majority of participants agrees with the
decisions. Therefore, the consensus is brought under this circumstance to ensure that both members
agree to a specific decision.
Recommended phases for reaching consensus
The consensus is an alternative of the decision-making process and therefore it follows phase by
phase or a process that makes sought to bring a common agreement to a particular problem. The
recommended phrases for reaching out consensus starts with discussion, identification of emerging
proposal, identification of unsatisfied concerns, collaboratively modification of the proposal and
assessment on the degree of support.
Discussion phase
The discussion phase is usually the first phase to occur when carrying out a consensus. In the phase,
the facilitator or chair defines the problem of the statement (Dong, Zhang, Hong and Xu 2010
p.281). All the participants in the meeting engage in discussing the motion. Furthermore, during the
discussion phase, the facilitator must provide equal participation to ensure that every member has

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an opportunity for contributing the ideas that are relevant to the topic. In addition, the facilitator or
chairperson also must clarify on raised questions before the participants engage in the discussion. It
is through this phase whereby some members agree with discussions while others disagree. The
dynamic groups may be created during the discussion in order to ensure that there is collaborated
creative ideas regarding the motion is brought forward. It is recommended that during the phase the
facilitator or chairperson to gather initial thoughts and reactions from participants and him or
herself also to come up with his stand about the progress of motion and also be on the frontline to
propose for a solution. Other responsibilities of chairperson during this phase include monitoring
pace of the discussion and keep every participant in the meeting engaged, finding a common
ground for discussing the differences, requiring dissenters in the meeting to come up with an
alternative proposal or an effective process for developing one (Saito-Jensen, Nathan and Treue
2010 p.327). Therefore, it is through this level of agreements and disagreements that the facilitator
or chairperson calls out for a proposal.
Identification of emerging proposal
Identification of emerging proposal is the second phase after discussion. Facilitator or chairperson
identifying the proposal that was raised by the members during the discussion phase. Furthermore,
the chairperson takes down notes of any other proposal that might have forgotten during the
discussion phase. After going thoroughly identifying the proposal, the chair identifies and weighs
the proposals that look for an effective solution that addresses people concerns.
Testing for consensus
Testing for consensus is usually the third phase of consensus. The phase is characterized by
facilitators testing what members feel about the proposal identified in the identification of emerging
proposal phase. During this phase, the facilitator summarizes the main points raised on the proposal
and the best proposals that could lead to the effective decision (Cabrerizo, Pérez and Herrera-
Viedma 2010 p.169). Furthermore, the facilitator also points out the most contagious proposals to

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be tested. Participants may use either raising hand methods or voting methods to test the proposal.
If the participants agree on the proposals then the consensus is to have been achieved. The actions
point to tasks and deadlines are then taken into considerations as the consensus is already reached.
On the other hand, if the majority of the participants disagrees with the consensus, the facilitator’s
calls for dissenters to raise their concerns so that in the amendments phase all the concerns can be
noted and incorporated.
Identification of unsatisfied concerns and collaboratively modification of the proposal
Identification of unsatisfied concerns and collaboratively modification of the proposal is the fourth
phase. The phase begins when the proposal has been rejected and the facilitator or chairperson has
called upon the participants to raise their unsatisfied concerns so they can be addressed. If the initial
concerns favor one party then the amendments proceed to promote equality and if there are some
concerns that have been omitted mistakenly they are added back in the proposal. The unsatisfied
concerned may be raised from either workgroup dynamics or individuals. With consideration to
unsatisfied concerns, this phase opens an opportunity for any participants with unaddressed
concerns to raise it (Pérez, Cabrerizo and Herrera-Viedma, 2010 p.1244). Furthermore, the
facilitator ensures that every participant have an equal chance of raising the key areas where he or
she feels unsatisfied.
Assessment of the degree of support and implementation of the decision.
Assessment of the degree of support and implementation of decision is the final phase in the
consensus process. The phase is characterized by the decision which is defined as a level of
necessary agreement to finalize a decision. As the final consensus is reached the possible decision
rules varies within different ranges. The decision options during the phase include an agreement
where members are satisfied with the rule, consent whereby members are not supporting the
consent but they still live with it and blocking or disserting where some participants have failed to
agree completely with the outcome of the proposal. Furthermore, blocking is acceptable when the

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proposal is disastrous for the group but not the individual interest (Sumpter and Pratt 2009 p.743).
In most of the cases, blocking is rare. However, in case the blocking is successful, the process
repeats itself and no decision is implemented until all participants reach a mutual agreement.
Task 4:
1. Anti-discrimination legislation
Anti-discrimination legislation ensures that stakeholders and employees are provided with
equal access to participate in the meeting. For example, when am managing a meeting I will
ensure that all members are provided with the same amount of information and notifications
regarding a meeting which is planned to take place. Furthermore, I will create an equal
opportunity with consideration of factors like gender, race, culture and any other personal
attributes or behavior.
2. Ethical principles
When managing a meeting I will consider Ethical principles by respecting other participants
in the meeting. For example, during the meeting I will ensure that the authorized participants
required in the meeting respect each other’s opinions and their ideas and not criticism is
experienced among the members. Furthermore, I will ensure that confidentiality is maintained
and discussion is in an honestly, openly, fair and credible manner. In addition, treating every
member in the organization as autonomous agents and with diminishing autonomy entitles them
for protection and also emphasizes an aspect of respect.
3. Codes of practice
Code of practice compliments occupational safety and health laws and regulations that
provide a practical guidance on ways of complying with legal obligations. For example, when

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managing a meeting must provide a solid and fair code so that I can establish a clear common
understanding of deliverables and expectations from the participants.
4. Privacy laws
Privacy laws ensure that personal details of the participants in the meeting are well
protected. For example, when notifying the participants of the meeting I will make sure I send
emails to their work addresses rather than personal addresses. Furthermore, I will ensure that
the contact lists of participants or any confidential document are not open to any unauthorized
personnel.
5. Copyright
Copyrights ensure ownership. When managing the meeting, I will make ensure that any resources
used in the minutes either in terms of books, handouts, videos or audios are well protected and
restricted to the authorized people only. Furthermore, I will recommend staff to consider producing
their own original ideas during the meetings.
6. Occupational health and safety
When managing meeting I will make sure that meeting is held in a conducive environment
without loose electrical cords that might result in tripping hazards. I will further ensure that
participants in the meeting are trained and aware of evacuations procedures and all appliances to
be used in the meeting are functioning appropriately.
Task 5:
1. Outline meeting terminology, structures, arrangements
Meeting terminologies

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 Agenda- a list of meeting activities in the order in which they are to be taken up,
beginning with the call to order and ending with adjournment
 Amendments - A substitution, addition or deletion (removal) of words anywhere in a
motion under discussion.
 Apology - formal notifications for failure to attend the meeting
 Chair- A person controlling the meetings
 Constitution- a document outlining all rules and regulation to be followed.
 Minute- a formal written record of meeting
 Motion- A proposal made at a meeting and intended to be considered and decided upon.
 Quorum- the minimum number of board members that must be present in order to
conduct a valid meeting.
 Standing orders- an organizational rule that governs the way the organization carries out
its activities.
Structures
The structure of a meeting includes agenda, introductions and reports, main presentation and
summary.
Arrangements
The arrangement for the meeting follows the following steps
 Scheduling of a time and date for a meeting
 Booking a venue which is conducive for carrying out meeting
 Preparation of relevant document and information for participants
 Organizing equipment’s
 Organizing minutes-taker

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 Organizing for accommodation, catering and transport services
 Identification of any special need required for the meeting.
 Ensuring that all arrangements are per budget
2. Outline responsibilities of the chairperson and explain group dynamics in relation to
managing meetings
Responsibilities of chairperson
 Chairs and controls the meeting
 Outlining the meeting purpose
 Set committee agenda
 Calling of meeting together
 Deciding all questions of order subject
Group dynamics in relation to managing meetings
In managing meetings, the group’s dynamics are the interactions that influence the behaviors
and attitudes of the people when they are grouped with either accidental circumstances or choice.
Groups dynamics in meeting brings creativity, better decisions and problem solving as members
contributes to the agenda with different ideas and finally they settle on one idea. However, group
dynamics also results in greater and more frequent conflict as a result of ideological differences,
extroverted and stalemates personalities dominating others. When managing minutes, knowing of
participant’s attitudes, divisions of duties and responsibility, focusing on communication and
paying attention to participant’s interest helps strengthens workgroup dynamics.
3. Describe options for meetings including face-to-face, teleconferencing, web-
conferencing and using webcams
Face to face

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Face-face meeting is an option where online meetings cannot cut in. for example, sensitive
meetings relation to human resources like disciplinary actions, one-on-one meeting with employees
must be held face on the face if they are discussing difficult decisions. Furthermore, meetings
involving demonstrations, presentations and brainstorming using a whiteboard definitely other
options cannot function.
Teleconferencing, web conferencing and webcams
Teleconferencing, webcams and Web conferencing is an option when the distance between the
two parties holding a meeting is far. Furthermore, telecommunication meetings are time-efficient as
traveling time is minimized as meetings can be easily be conducted in forms of web and Skype.
Web conferencing provides additional features like texting, typing, and verbal communication and
therefore it is also an option when meetings tend to be costly in terms of transport.
Identify the relevant organizational procedures and policies regarding meetings, chairing
and minutes including identifying organizational formats for minutes and agendas.
Organizational procedures include getting general requirements for the process, giving
notice and agenda of the meetings, chairperson controlling meeting, quorum, motions and
resolutions, giving points of order, deciding on voting methods, secretary filing the minutes,
reports.
A2OBSERVATION/DEMONSTRATION
Meeting A (Formal)
A.1 Create a report using all of the items listed under OBSERVATION A as headings
detailing how you addressed each item.
A.2 Attach as appendices to your report,
I I. Notice of Meeting,

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II II. Proxy form
III III. Agenda
IV IV. Minutes ( with typical errors identified)
V V. Minutes - signed final version (with errors corrected)
For a Simulated environment, use the Case study “Enhanced Well-Being Solutions” AGM
2018. The AGM 2017 documents & “Enhanced Well-Being Solutions - Standing orders and
rules of debate” will be provided in the case study for context.
A
During your observation assessment you will need to:
1. Apply conventions and procedures for a formal meeting including: a. Developing and
distributing agendas and papers
b. Identifying and inviting meeting participants
c. Organising and confirming meeting arrangements
d. Running the meeting and following up
Meeting B (Informal)
B.1 Create a report using all of the items listed under OBSERVATION B as headings
detailing how you addressed each item.
B.2 Attach as appendices to your report,
I I. Notice of Meeting,
II II. Agenda
III III. Minutes ( with typical errors identified)
IV IV. Minutes - signed final version (with errors corrected)
For a Simulated environment, use the Case study “Enhanced Well-Being Solutions -
Occupational Health and Safety Committee meeting”. The previous meeting documents &

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“Enhanced Well-Being Solutions - Standing orders and rules of debate” will be provided in
the case study for context.
OR
You may use a meeting scenario from your own workplace, however your trainer should first
approve the assessment scenario to ensure it meets the requirements for this unit
During your observation assessment you will need to:
1. Apply conventions and procedures for formal including: a. Developing and distributing
agendas and papers
b. Identifying and inviting meeting participants
c. Organising and confirming meeting arrangements d. Running the meeting and following
up
2. Organise, take part in and chair a meeting
3. Record and store meeting documentation
4. Follow organisational policies and procedures
Once you are ready you are going to need to:
5. Prepare for a meeting Evidence:Notice and Agenda

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While you conduct the meeting you will be assessed on the following points:
13. Your ability to chair meetings in accordance with organisational requirements, agreed
conventions for type of meeting and legal and ethical requirements
14. Your ability to conduct meetings to ensure they are focused, time efficient and achieve the
required outcomes
15. Your ability to ensure meeting facilitation enables participation, discussion, problem-
solving and resolution of issues
16. Your ability to brief the minute-taker on the method for recording meeting notes in
accordance with organisational requirements and conventions for type of meeting.

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While you follow up on the meeting you will be assessed on the following points:
17. Your ability to check transcribed meeting notes to ensure they reflect a true and accurate
record of the meeting and are formatted in accordance with organisational procedures and
meeting conventions
18. Your ability to distribute and store minutes and other follow-up documentation within
designated timelines, and according to organisational requirements
19. Your ability to Report outcomes of meetings as required, within designated timelines
Developing and Distributing Agendas and Papers
I developed a meeting agenda whereby I informed the members of the requirements for the
meeting. In addition, I included well-formulated agenda for the meeting. The agenda will assist the
members in knowing the objective of the meeting thus they would be prepared adequately. After
preparation, I distributed the meeting agenda to all the members and put up some papers on the
notice board. In addition, I used an e-mail service to distribute the meeting agenda.
Identifying and Inviting Meeting Participants
I identified meeting participants by looking at the way the organization was laid out. I
sought to ensure that there is a balance between departments so that each department will have a
representative. After identification, I invited the members to the meeting through sending invitation
emails and calling some of them. After acknowledgment of attendance, I then referred them to the
agenda or sent them attached to the email.
Organizing and Confirming Meeting Arrangements
I organized and confirmed meeting arrangements by finding the best venue and making
bookings since it was a commercial venue. I also ensured that every plan was set and that
everything was in order for the readiness of the meeting. In addition, I confirmed with the members
on their final confirmation of their availability to confirm attendance.

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Running the Meeting and Following Up
On the day of the meeting, I run the meeting but as a good leader, I delegated duties
whereby another person took the meeting minutes while I acted chaired the meeting so that I could
take control of what was being happened and accord each member appropriate time to present their
views. The meeting went as planned and I was able to get all the matters addressed. Thereafter, I
followed up to ensure that all the discussed matters have been accounted for and that actions have
been taken for the said matters. In addition, I followed up to ensure all action plans have been
implemented within the stipulated timeframe.
MEETING NOTICE
NOTICE! NOTICE!
Greetings. This is to inform all managers of departments and members that there will be a meeting
of the Swift Net Technologies Development Committee Which will take Place on December 2,
2018, at the County Hall Seven at 3:00 pm. Kindly view the attached agenda for the meeting.
Similar agendas have been sent to your respective emails.
Kindly be available. Thank you as you prepare to come.
PROXY FORM
(Form of proxy for use by Swift net Technologies Development Committee members only)
I/We being the member/s who have/has been appointed as the Swift net Technologies Development
Committee appoint Mr. Eliud Matthew as the chairman or thereof to act as our proxy at the
company’s meeting which will take place on December 2, 2018, at the county hall seven at 3:00

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pm.
Ordinary resolution
Mr. Eliud Matthew will act as the chairman
(Please tick below to make your vote)
For:
Against:
Shareholder’s signature:
Dated the 20th of October 2018
MEETING AGENDA
Date: 2-12-2018
Time: 12:52 pm
Location: county Hall Seven
Topic:
Tracking progress on the financial position of
the organization and minimizing some
unnecessary costs.
Attendees: Mr. Timothy Abraham – secretary
Mr. Joel Carmon – deputy branch manager
Mr. McDonald Spenser – financial analyst
Mrs. Lavender Jackson – Procurement Officer
Mrs. Mary Scott: Financial advisor
Mr. elide Brett – branch manager
Facilitator: Mr. Joel Carmon – deputy branch
manager

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Recorder: Mr. Timothy Abraham – secretary,
Company Secretary
Timekeeper: Mr. McDonald Spenser
Other Role(s): n/a
Meeting Objectives:
 Approval of BSC previous meeting
 Assignment
 Disk space allocation
 ADM-debriefing
 SMC-debriefing
To prepare for this meeting, please:
 carry a pen and a booklet
Materials we will use at the meeting:
 pen
 booklet
Schedule 12:52am – 2:45pm
Time presente
r
topic
12:52
pm-
1:00pm
Timothy
Abraham
review of the previous meeting -
1:00 pm-
1:15pm
Lavender
Jackson
Today’s agenda review
1:15pm-
1:30pm
McDonal
d Spenser upcoming operational review status
1:30pm-
1:45pm
Eliud
Matthew
assistance programs for employees
1:45pm-
2:15pm
Joel
Carmon
end- year projections

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2:15pm-
2:35pm
McDonal
d Spenser
end- year projections
2:35pm-
2:45pm
elide
Brett
closing remarks
MINUTES OF THE MEETING (with errors identified)
Minutes of the Meeting of the Swift Net Technologies Development Committee Which Took
Place on December 2, 2018, at the County Hall Seven at 12:52 pm
Attendees:
Mr. Timothy Abraham – secretary
Mr. Joel Carmon – deputy branch manager
Mr. McDonald Spenser – financial analyst
Mrs. Lavender Jackson – Procurement Officer
Mrs. Mary Scott: Financial advisor
Mr. elide Brett – branch manager
No apologies
1. review of the previous meeting
The minutes of the previous meeting were read out by the secretary. It was found out that
they were a correct account of what happened in the last meeting.
2. Today’s agenda review
The agenda for today’s meeting was reviewed. There was a unanimous feeling that the
stated agenda was of high consideration and needed a lot of urgencies since further delay may cost
the company financial strains. It was proposed by Mr. McDonald Spenser that the action plans
which will be proposed would be sorted out two weeks from the date of the meeting. This was

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seconded by Mrs. Mary Scott.
3. upcoming operational review status
a. How prepared are we?
After discussions, it was found out that the company was not prepared for the upcoming
operational review due to insufficient funds. The manager immediately approved the
budget for the preparation to avoid any delays
b. What costs can we incur?
The financial analyst proposed different costs which could occur including food,
organization and security costs. Although the costs were somewhat high, it was put out
by that manager that the costs must be incurred to maintain the efficiency and
effectiveness of the process.
4. assistance programs for employees
a. the contractor’s costs for extra services have been hiking
The procurement officer presented the matter to the members of the current contractor
being very extravagant thus costing the company a lot of finances. The matter was
seconded by the financial analyst.
b. Is there need to change the contractor?
After deep discussions, it was unanimously agreed upon that the current contractor
would be given a grace period to review their costs subject to which a new contractor
will be sought.
Closing remarks
As earlier proposed, there was a general feeling that every agenda would be implemented
within the shortest time possible. The procurement officer was instructed to follow up on the matter
of the contractor to ensure that they present their views of slashing costs to maintain a good

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working relationship with the company.
Meeting closure: 2:45pm
Next meeting December 11 2018
MINUTES OF THE MEETING (with errors corrected)
Minutes of the Meeting of the Swift Net Technologies Development Committee Which Took
Place on December 11, 2018, at the County Hall Seven at 12: 52pm
Attendees:
Mr. Timothy Abraham – secretary
Mr. Joel Carmon – deputy branch manager
Mr. McDonald Spenser – financial analyst
Mrs. Lavender Jackson – Procurement Officer
Mrs. Mary Scott: Financial advisor
Mr. elide Brett – branch manager
No apologies
5. review of the previous meeting
The minutes of the previous meeting were read out by the secretary. It was found out that
they were a correct account of what happened in the last meeting.
6. Today’s agenda review
The agenda for the day’s meeting was reviewed. There was a unanimous feeling that the
stated agenda was of high consideration and needed a lot of urgencies since further delay may
cost the company financial strains. It was proposed by Mr. McDonald Spenser that the action

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plans which will be proposed would be sorted out two weeks from the date of the meeting. This
was seconded by Mrs. Mary Scott.
7. operational review status
c. How prepared are we?
After discussions, it was found out that the company was now prepared for the
upcoming operational review due to insufficient funds. The manager immediately
approved the budget for the preparation to avoid any delays
d. What costs can we incur?
The financial analyst proposed different costs which could occur including food,
organization and security costs. Although the costs were somewhat high, it was put
out by that manager that the costs must be incurred to maintain the efficiency and
effectiveness of the process.
8. assistance programs for employees
c. The contractor’s costs for extra services were found to have been reduced.
The procurement officer presented the matter to the members of the current contractor
being very extravagant thus costing the company a lot of finances. The matter was
seconded by the financial analyst.
d. Changing the contractor
It was discussed that the current contractor failed to review their costs hence a new
contractor was sought. The members expressed their utmost satisfaction by the prices
of the new contractor and decided that they should go on with the plan. However,
although the current contractor had a long lead time, his prices were low and
mediocre. Therefore, the company would engage them for a predefined period before
hence could be signed as a full-time contractor.

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Closing remarks
As earlier proposed, there was a general feeling that every agenda would be implemented
within the shortest time possible. The procurement officer was instructed to follow up on the
matter of the contractor to ensure that they present their views of slashing costs to maintain a
good working relationship with the company.
Meeting closure: 2:45pm
Next meeting December 11 2018
A3 QUESTIONS
1. Give two examples of Formal meetings that would be conducted under formal protocols.
An example of a formal meeting include Board meeting which addresses information on
the current status of an organization and Staff meetings that addresses the current procedures,
productivity and changes of procedures that takes place within the organization.
4. List 5 roles that the Chairperson would have in a Formal meeting
 He/she chairs or oversee the meeting.
 Running meetings in a way that it encourages decisions.
 Allows fair discussion and makes sure members stick to agenda
 Supervises preparation of notices, agendas, minutes and ballot papers.
 Acts on behalf of the owner
5. List 3 roles of the meeting Secretary

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 In charge of taking minutes.
 Maintains effective records and administration
 Upholding legal requirements
6. What does the term “Quorum” mean?
A quorum is the minimum number of board members that must be present in order to conduct a
valid meeting. Furthermore, if the requirement for quorum are not met, the board meeting cannot
be held and all action that taken by the board without a quorum present is invalid.
7. What is the difference between an “Absence” and an “Apology” being recorded in the
minutes of a formal meeting?
In the formal meetings, “apologies” are people who have asked for apologies that require recording
while “absence” is a failure of being at meeting completely without event notifying the chairperson
or facilitator.
8. What does the term ‘Through the Chair” mean?
“Through the chair” term means that a person must first address the committee in a meeting by
quoting “Mr. /madam chairman, committee members hence showing there is respect with the
chairperson’s authority.
9. What does the term “Constitution” mean?
Constitution means a document outlining terms of reference in the meeting. Furthermore, the
constitution presents guidelines or rules for a group in a meeting
10. List 3 essential items that need to appear on a formal meeting agenda
Major agenda items
Statement of the purpose of the meeting
Acceptance of previous meetings minutes

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11. What does it mean if a “Motion” is “carried”
If a “motion is “carried is “means that the member’s motion has attained or passed the requisite
vote majority and therefore, it is converted into whole meeting resolution and has further been
declared by the chair.
12. List 3 methods of voting at formal meetings
Vote by raising hands
Casting of votes
Rising methods.
References
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