Company meeting
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  • 1. Presented by: Aju. G Renjana Nimin Deepthi Anna Thomas
  • 2.  Company meeting  Meeting Procedures  Agenda  Minutes  Resolutions
  • 3.  A meeting may be defined as any gathering, assembling of two or more person in particular place to discuss some lawful business of common concern and take decisions in the form of resolutions on the basis of opinion expressed by members present at the meeting.
  • 4.       To accomplish objective/s. To exchange & convey information. To organize & coordinate work. To solve problem. To make decision/s To brainstorm & get new idea/s.
  • 5.  I. Primary decision.  II. Who does what?  III. The agenda.  IV. Pre-meeting preparation.
  • 6. “Content vs Process” A. The Content 1. Is there a need for a meeting? 2. Determine what needs to be covered? 3. If there’s nothing to make decisions, etc. then there’s no need for a meeting
  • 7. B. The Process 1. Figure out how best to cover those items? 2. Do we need/want to : - convey information? - have an open discussion? - make decisions? - brainstorm new ideas? - or have a combination of any the above?
  • 8.   The chairman should start on time to show respect to those who show up on time. Welcome the participants and review the agenda. This provides them an opportunity to understand the major topics, change them if necessary and accept the agenda.
  • 9.   The chair should make it clear in the first meeting that during the meeting the participants can provide feedback on the process. That way the meeting process can be improved right away. Leave a bit of time at the end of each meeting for all to evaluate the meeting.
  • 10.     The chair should end the meeting on time and a positive note. Any action can be taken and assignments resulting from the meeting should be renewed. If there is to be another meeting, the group should agree on date and time. The chair should reinforce that the minutes would be provided as soon as possible.
  • 11.  Definition ◦ Correct rules for conducting a successful meeting.  Four goals of Parliamentary Procedure ◦ ◦ ◦ ◦ Extend courtesy to everyone. Focus on one thing at a time. Observes the rule of the majority. Ensures the rights of the minority.
  • 12.   Official Rule Book is Robert’s Rules of Order. Written by U.S. Army general Henry Martyn Robert.
  • 13. Only one topic at a time can be discussed.  The person who makes a motion has the right to discuss it first. 
  • 14.  Seeking resolution to a controversial issue (e.g. handling a negative vote)  Requires a formal vote count (e.g. voting on a not persuasive negative)  Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings)
  • 15.   The purpose of the meeting is to develop creative solutions or to hold a brainstorming session The issues being discussed are not contentious (e.g. future meeting locations)
  • 16.    Agenda is a document that outlines of a forthcoming meeting. It is usually sent along with the notice of the meeting. Sometimes the agenda is prepared after the circulation of the notice in order to enable the members to get included in the agenda any item that they would like to be discussed in the meeting
  • 17.   The agenda begins with the item “approval of minutes” because the minutes of the previous meeting must be approved and signed before any matter can be taken up by the present meeting. This item may be written in the agenda as “minutes” or in a greater detail as “Approval of minutes of previous meeting.”
  • 18. 1. A roadmap leading to destination. 2. To have participants the correct mindset. 3. To keep on track, allocate & save time. 4. To have a clear purpose & focus.
  • 19. 1. Concise & written. 2. Consist list of topics/items. 3. Presenter. 4. Realistic time frame.
  • 20.    An agenda is usually headed with the date, time . Location of the meeting. A series of points outlining the order of the agenda and the complete list of tasks made up by the secretary and executive members. Steps on a typical agenda may include: 1. Welcome/open meeting 2. Apologies for absence 3. Approve minutes of the previous meeting 4. Matters arising from the previous meeting 5. A list of specific points to be discussed — this section is where the bulk of the discussion as well as decisions in the meeting usually takes place 6. Any other business (AOB) — allowing a participant to raise another point for discussion. 7. Arrange/announce details of next meeting 8. Close meeting
  • 21.     Minutes are the official record of the proceedings of a meeting. All organizations, whether commercial or social, attach great importance to maintaining a proper record of the business transacted at their various meetings. Once minutes are approved and signed, even a court of law accepts them as evidence of the proceedings. The main object of writing minutes is to record, concisely and accurately the essential work done at a meeting.
  • 22.     It contain a record of the business transacted and decisions taken at a meeting. They serve as a permanent record for future reference. It can be produced as evidence of the proceedings in a Court of Law. Minutes help in the efficient conduct of business. Minutes serve as a reminder of the actions to be taken to implement the decisions arrived at a meeting.
  • 23.   Minutes of resolutions Only the main conclusions that are reached at the meeting are recorded , not a note of the discussions that took place. It always begin with the words “Resolved that” followed by the exact resolution . It is the usual form of writing minutes. Minutes of narration In this type of minutes the resolution passed at the meeting are recorded . In addition a brief account of the business discussed and transacted and the voting pattern are also recorded.
  • 24.     Names of those present at the meeting. Signing of minutes of the previous meeting. Recording of leave of absence. Taking note of reports, plans and financial statements.
  • 25.      The number and kind of meeting. Date , time and place of the meeting. The name of the company. Names of the person in chair, directors, secretary and persons in attendance. Reading and confirmation of the minutes of the last meeting and their signing by the Chairman together with any matters arising from the minutes.
  • 26.      Brief subject heading of each minute with resolutions adopted. Financial statements and reports presented and approved in the meeting. In the case of special resolution , the number of votes for and against. Instructions given by the meeting to the secretary or other officers. Chairman’s signature and date of verification of minutes as correct.
  • 27. Drafting of minutes is largely a matter of skill, judgment and practice. The writer of minutes needs to understand the situation , listen attentively and take notes during the discussion. Some hints for writing minutes are given below; 1. Minutes of each meeting should have a heading containing the type of meeting.
  • 28. 2.The date , time and place at which the meeting was held should be mentioned. 3.In the case of the general meeting and board meetings it is usual to state the number of the meeting. 4.The minutes should contain the names of all those who are present and the capacity in which they were present. 5.Each item in the minutes is numbered and given a brief heading.
  • 29. 10. The language of the minutes should be simple and precise . 11. Ensure that each item discussed in the meeting has been recorded. 12. Use a separate paragraph for each item.
  • 30.   A resolution may be defined as the formal decisions of a meeting on any proposal before it. Company decisions are made by passing resolutions. Resolutions are passed both by the company's members and by its directors. In either case, resolutions may be passed at meetings or by written resolution.
  • 31.  Members resolutions  Directors' resolutions These are the two types of resolutions taking place in a company meeting.
  • 32. There are now just two types of resolution:  ordinary resolutions (passed by a simple majority)  special resolutions (passed by a 75% majority).
  • 33. (1)An ordinary resolution of the members (or of a class of members) of a company means a resolution that is passed by a simple majority. (2) A resolution passed at a meeting on a show of hands is passed by a simple majority if it is passed by a simple majority. (3) A written resolution is passed by a simple majority if it is passed by members representing a simple majority of the total voting rights of eligible members.
  • 34. (1) A special resolution of the members (or of a class of members) of a company means a resolution passed by a majority of not less than 75%. (2) A written resolution is passed by a majority of not less than 75% if it is passed by members representing not less than 75% of the total voting rights of eligible members. (3) A resolution passed at a meeting on a show of hands is passed by a majority of not less than 75% if it is passed by not less than 75%.
  • 35.  At board meetings there are no different types of resolution (unless, very exceptionally, the company's articles specify to the contrary). All resolutions are passed by a simple majority.  There are no statutory provisions so any rules must be found in the company's articles.
  • 36. THANK YOU