Meetings

Question 1

Types of Meetings

Answer 1

Annual General Meetings (AGMs): Held yearly to discuss the organisation’s performance and elect officials.
Regular Meetings: Held at fixed intervals (e.g., monthly).
Special Meetings: Called to address a specific issue.
Ad Hoc Meetings: Formed for a temporary purpose.
Inaugural Meetings: Held to launch a new organisation.
Executive Meetings: Held by top management to make important decisions.

Informal Meetings: Less structured, casual discussions

Question 2

Validity of meetings(To ensure a meeting is constituted)

Answer 2

1. Due and adequate notice has been sent to every person entitled meeting including date, time, venue, and agenda.
2. The notice must be authorised by the chairman and sent out by the secretary. No one else is allowed to convene a meeting for an organisation.
3. The authorised person must preside at the meeting .
4. quorum must be present and maintained

Question 3

Meeting Procedures

Answer 3

1. Opening and welcome
2. Attendance register and/or apologies
3. Notice convening the meeting
4. Minutes of previous meeting
5. Matters arising (from the previous minutes)
6. Point for discussion and/or motions (submitted to the chairperson in writing)
7. General or AOB (Any other business)
8. Extras
9. Closing

Question 4

Meetings document

Answer 4

Notice of Meeting: A formal document with date, time, venue, and agenda.
Agenda: List of items to be discussed.
Minutes: Record of proceedings and decisions.

Question 5

Chairperson

Answer 5

The person who leads the meeting.

Question 6

Secretary

Answer 6

The person who records the minutes and other administrative tasks.

Question 7

Treasurer

Answer 7

the person who manages the organisation’s finances.

Question 8

The chairperson duties before and during meetings

Answer 8

Before the Meeting:
Ensure that the meeting has been properly convened and constituted.
Prepare the Agenda
During the Meeting:
call the meeting to order and declare it opens
Clarify points and summarize key discussions.
Summarise and draw conclusions from discussion
Record decisions and action items.
Use a voting procedure to reach decisions.
After the Meeting:
Ensure that a full written record of the meeting is produced by the secretary and circulated
to each member for agreement before the next meeting.
Follow-up on decisions and recommendations taken at the meeting and ensure they are done

Question 9

Secondary duties before and during meetings

Answer 9

Before the meeting:
• Draw up the agenda with the chairperson.
• Send out the notice of the meeting and agenda

• Arrange the venue and materials required.
During the meeting:
• See that all members sign the attendance register.

• Make notes on all proceedings.
• Record all motions, proposers, seconders and resolutions.
• Record the number of votes.

After the meeting:
• Prepare the minutes, usually within seven days, but preferably the next day.
• Send copies of the minutes to the chairperson to be checked.
File a copy of the checked minutes and send copies to the chairperson and other
members.

Question 10

Effective Meeting Participation

Answer 10

Prepare in Advance: Review the agenda and do necessary research.

Active Listening: Pay attention to the speaker and ask clarifying questions.

Contribute Meaningfully: Share ideas and opinions respectfully.

Stay Focused: Avoid distractions and stay on topic.

Time Management: Be mindful of time constraints.

Follow Up: Implement action items and track progress