SESSION 2 – Tuesday 22 February 2010

MANAGE MEETINGS

1.30pm Welcome – check roll

Last week we discussed terms which are associated with meetings
Revision
What is a quorum, a proxy, minutes, a motion
1.30-1.45 Identifying and complying with legal and ethical requirements
LEGAL REQUIREMENTS
- Compliance with OHS regulators
- Provision of public liability insurance
Eg a a public meeting providing food/drink must comply
with safe food handling practices
There are quite a few legal issues that can arise out of the holding of
a meeting! It is important for your organisation to conduct meetings
in accordance with the requirements set out in any legislation (for
example, incorporated associations must comply with
the Associations Incorporation Act 2009 and companies limited by
guarantee must comply with the Corporations Act 2001
(Cth)). However, for many organisations, much of the detail of the
requirements for holding valid meetings will be set out in
an organisation's rules or constitution
Ref:
www.fairtrading.nsw.gov.au/...associations/Associations.htm

The main legal issues that can arise around meetings involve:

 requirements to hold meetings and rights to call a

meeting
 proper notice of the meeting (time periods, content of
notice)
 quorum (minimum number of people present to make
meeting valid)
 adjournments
 voting rights (and proxy rights)
 resolutions
 minutes

ETHICAL REQUIREMENTS
What is ethics
The philosophical study of moral values and rules
Meeting ethics cover
- Protocol
- Behavioural expectations of those attending
- Code of conduct – honesty, integrity, respect, accountability,
confidentiality, essential disclosure, lawful compliance.
Avoid
- Harassment, favouritism, discrimination and conflict of
interest should be avoided eg those wishing to speak must
be given every opportunity to do so. Voting must be
 conducted according to meeting requirements procedure
for voting should be in Company’s constitution
IDENTIFYING MEETING AND ITS PARTICIPANTS
Who would attend
- Board meeting
- Informal lunch meeting
- AGM
- Formal meeting
- Staff meeting
- Meeting between representatives
IDENTIFYING MEETING REQUIREMENTS
Purpose of meeting
- Why is it being held
- What do you want to achieve
- Has the meeting been held before
- Are there records to help with planning
- When/where is meeting to be held
Structure
- Some meetings are highly structured and by law have to
include certain components and steps
- Others unstructured
- Check with someone who has been involved with a previous
meeting, and look at agendas and meeting papers to see
what other information you need.
Special Needs Brainstorm
- Disabled access
- Interpreter/signer
- Large print
- Parking facilities
- Transport
- Dietary requirements
- Meeting times to meet culturally sensitive dates/times
Resources Brainstorm
White board, flip chart, overhead or data projector, screen, DVD
player, television monitor, butchers paper, whiteboard markers, felt
pens, blue tac, pens, notepads, computer, chairs/tables, food, drink,
product samples, reference material, microphone, speaker system,
internet access
MAKING MEETING ARRANGEMENTS
- Schedule date and time
- Book venue
- Organise catering – budget, meals, diet, timing
- Accommodation/transport
- Communication technologies
Revision
- We looked at legal and ethical requirements
- Meeting purpose and participants
- Required resources
Next week we shall look further at documentation