E-A-T Catering

Meetings Policy and Procedures

Policy
This meetings policy and the procedures below establish guidelines for the expected procedures and
conduct expected by E-A-T Catering staff when conducting and participating in meetings.
All staff members have the responsibility conduct themselves in a professional, ethical and lawful
manner, as outlined in the E-A-T Code of Conduct. Such conduct is expected at both internal and external
meetings.

Procedures
Planning meetings
Staff who are planning meetings are responsible for ensuring that:
● a chairperson has been designated

● a meeting invitation is sent to all required participants in an appropriate format and a timely
fashion:
○ generally via email
○ at least 24 hours prior for standard meetings, at least one week prior where training or
extensive preparation is required
● the meeting space is to be booked and confirmed at the earliest opportunity:

○ meeting room 1: fits up to 5 people

○ meeting room 2: fits up to 10 people
○ board room: fits up to 30 people
● AV or teleconferencing equipment is to be booked at the time of booking the meeting space, and
collected:
○ no earlier than 24 hours prior to the meeting
○ no later than an hour prior to the meeting
○ if being conducted off-site, make sure arrangements have been made well in advance so as to
not inconvenience other staff who may require the equipment
● a meeting agenda is prepared and distributed to participants prior to the meeting, using the E-A-T
Catering Meeting Agenda template
● meeting minutes are to be taken, using the E-A-T catering Meeting Minutes template

● meeting duration is limited to an appropriate time for the purpose, generally 30 minutes to an hour
 ● meeting budgets for catering are to be limited to $10 per head. See procurement policy for details
of preferred catering supplier and menu.

Conducting/chairing meetings
The chairperson is responsible for ensuring these conventions for conducting meetings are followed,
where applicable:
● meetings must start and finish on time

● the purpose and goals of the meeting are clear to all participants

● the agenda is followed and items are presented by the assigned speaker and within the allocated
duration for discussion
● all participants are encouraged to provide input in the discussions, as appropriate

● discussions are restricted to agenda items only

● discussions are conducted in a constructive and professional manner

● one person is to speak at a time

● time limit on speakers is adhered to, as per meeting agenda

● participants have the authority to make decisions

● conflict of interest provisions are followed

● consensus is required for all decisions

● the chairperson has casting vote

● voting is conducted appropriately.

● The chairperson is to ensure that WHS is place on every agenda

Attending meetings
All staff who are attending meetings are responsible for ensuring that:
● they arrive on time

● their mobile phone is switched off

● they behave professionally and appropriately, as per E-A-T Catering Code of Conduct

● they participate actively, constructively and respectfully in meeting discussions to achieve meeting
aims.

Legal and Ethical requirements

All staff attending must here to the all of the following legal and ethical requirements
 anti-discrimination, privacy, copyright, health and safety legislation
  participation opportunities, confidentiality, honesty, transparency, meeting minutes are a true and
accurate reflection of what occurred

Following up meetings
All staff who are following up meetings (generally the meeting planner or chair) are responsible for
ensuring that:
● The agenda filename includes the meeting type and date (e.g. ‘Agenda-StaffMeeting-
22052015.docx’), and is stored in the ‘Meeting Agendas’ folder on the Administration server:
Administration > Internal > Staff Meetings > Meeting Agendas
● The meeting minutes filename includes the meeting type and date (e.g. ‘Minutes-StaffMeeting-
22052015.docx’), and is stored in the ‘Meeting Minutes’ folder on the Administration server:
Administration > Internal > Staff Meetings > Meeting Minutes
● Sending an email to all participants advising them:

○ that the minutes are now available and providing a filepath to the document on the server
○ advising them of the date of any required follow-up meetings and who will be responsible
for coordinating that meeting
○ attaching any additional documents that are required by outcomes of the meeting.