BSBADM502 Assessments

Assessment Task1

1. Meeting Agenda
3 December 2018 Time: 09:30 a.m.
Conference Room

Meeting called By Angie Type of Meeting Staff Meeting

Please Bring Required material Facilitator Operations Manager

Time Keeper Vincent, George, Michael, Jacob

Attendance Compulsory
Please Read Company’s policy
Please Bring Required material

Agenda Items

Topics to Be discussed Presentation Time

By Duration
1. Introduction about work life balance objective Angie 10 minutes
and important to have policy and procedures
2. Scope and purpose of work life balance policy Vincent 10 minutes
3. Advantages of introducing work life balance Vincent 15 minutes
procedure
4. How work life balance will affect employees George 15 minutes
5. Implementation of work life balance policy Michael 15 minutes
6. Informing staff about key requirements of the Jacob 15 minutes
policy
7. Consulting with staff on one to one initiatives in Angie 15 minutes
policy to organize regular social activities for
staff
 2. Prepare for and chair each meeting
Checklist for chairing meetings
Item
Preparing
Discuss the upcoming meeting
with your attendees
Write and distribute an agenda
Research the discussion topics
and any previous meetings.
Get your meeting space ready
ahead of time.
During the Meeting
Call the meeting to order
Checking the quorum
Opening the meeting
Presenting apologies
Personal items
Confirmation of the minutes
Dealing with agenda
Closing the meeting
Leading the Meeting Effectively
Guide the discussion
Encourage all attendees to
participate
Make sure everyone understands
what is being discussed
Keep track of your time.
Description Yes No
Take note of their answers and use them to guide
you when you write your agenda.
Agendas contain valuable information about the
meeting like when it will be, where it will take place,
and who will be in attendance.
The minutes from previous meetings can be an
important resource to you as chair.
ensure that the room or place you intend to meet in
is clean, presentable, and ready to accommodate
your attendees.
When the meeting reaches its scheduled start time
and all of the attendees are present, get the
attention of everyone in the room.
Checks that the quorum has been reached.
The Chair declares the meeting open.
The Chair reads out any apologies for non-
attendance.
The Chair deals with any personal items such as
the welcoming of new members, thanking of retiring
members, or welcoming of visitors to the meeting.
The Chair seeks confirmation of the minutes of the
last meeting.
The agenda is considered, dealing with each item in
the order on the agenda, unless the Chair considers
that there's good reason to change that order.
The Chair thanks any visitors to the meeting and, if
the meeting has been long and/or difficult, may wish
to thank members for their attendance and
patience.
One of your roles as the meeting chair is to keep
the discussion moving and on-task.
As the meeting chair, your job is to ensure an open,
productive discussion.
To make sure everyone attending the meeting has
spent their time wisely, you may want to take the
opportunity to briefly simplify complex issues or
topics when they come up.
To prevent your meeting from running long, use
your power as chair to keep the discussion moving.
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3. Minutes of Meeting

Date: 3 December 2018

Time: 09:30 a.m.
Place: Management office, Conference Room.
Attendees: Vincent, George, Michael, Jacob
Apologies: Sarah

Item Description
1 Present are all staff at Management Consultants.

Item discussed:
1. Introduction about work life balance objective and important to have
policy and procedures
2. Objective, important to have policy and procedures at work, and benefits
of a good work life balance.
3. Scope and purpose of work life balance policy
4. Manage work life balance introduction
5. Work life balance strategies and program introduction
6. Maintaining a good work life balance introduction
7. Development and Implementation work life balance policy
8. Monitoring work life balance policy
9. Informing and gathering feedback from staff about key requirements of
the work life balance policy

2 Outcomes:

The meeting was introducing the meeting by stating the purpose of the
meeting and encouraging all team members to contribute and follows the
democratic principles as outlined in the meeting policy and procedure. The
meeting is kept to time and focused on specified purpose.

All staffs were good with role of a good attention in the meeting, they were
happy with all topics’ discussion and result for work life balance policy.
They ware glad to share and discussed ideas for our social activities, also
planning about having on regularly activities for the next 12 months.

3 Next meeting on follow up of implementation of work life balance

policy
Time: 09:00 a.m.
Date: 15th Jan 2019
Place: Management office, Conference Room.
4 Meeting close 10:30 a.m.
Minute Angie
taker:

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Assessment Task 2

1. What is the difference between a general meeting and an annual general

meeting?
An annual general meeting must be held annually by all public companies and publicly
traded private companies but are optional for private companies. A general meeting is
not compulsory but may be held voluntarily by both private and public companies as and
when the need arises.

2. What are the meeting requirements for the following types of companies?
Proprietary company:
A company's shareholders' liability is generally limited to the extent of their initial
investment, and the amount, if any, of the issue price of their shares, which is unpaid.
Not required to hold an annual general meeting but actions requiring shareholder
approval require a resolution to be passed by the shareholders holding the requisite
majority of voting shares at a shareholders' meeting or approved by all shareholders by
way of a written resolution.

Public company:
A company's shareholders' liability is generally limited to the extent of their initial
investment, and the amount, if any, of the issue price of their shares that is unpaid.
Must hold an annual general meeting within 18 months of incorporation and within five
months of the end of its financial year. Other meetings may be held as required.
There is a requirement for unlisted public companies to provide 21 days notice of an
AGM, whereas a listed company must give at least 28 days notice. However, a company
can call a meeting on shorter notice if the company's constitution stipulates so or if all
shareholders agree.

Listed company:
Companies must usually give at least 21 days' notice to members about a general
meeting. Listed companies are required to give at least 28 days' notice.

3. In your own words, you are to explain the following terms:

Chairperson: This is the person in charge of the meeting or a certain activity and in
accountable to oversee such as activity to a success.

Secretary: This is the person in charge of taking notes and minutes of a meeting that
ensuring that meeting is organized in the require d manner.

Treasurer: This is the person appointed to administer or manage the financial assets and
liabilities of a society, company, local authority, or other body.

Abstention: An instance of declining to vote for or against a proposal or motion.

Adjournment: An act or period of adjourning or being adjourned.

Agenda: A list of items to be discussed at a formal meeting.

Motion: A formal proposal put to a legislature or committee.

Casting vote: an extra vote given by a chairperson to decide an issue when the votes on

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each side are equal.

Proxy: The authority to represent someone else, especially in voting.

Tabled: This is the person present formally for discussion or consideration at a meeting

4. What documentation is required when organization and managing a formal

meeting? Be sure to include a description of who is responsible for the
documentation, and indicate any timelines required for this documentation.

Documentation Responsible by Timelines

Agenda Secretary Whole the meeting
Attendance sheet Secretary Whole the meeting
File of previous minutes Secretary Whole the meeting

5. Explain the role of the minute taker, and the interaction undertaken before,
during and after a meeting.

Minute taker is the attendee at meeting whose role it is to record the minutes of the
meeting. The note taker may be a formal, professional note taker, whose only job is to
take notes, or they may be an active participant in the meeting who has taken on the role
for that specific meeting.

Before the Meeting

1) Choose to use our checklist or select a tool. Then you need to decide how you will
take notes, i.e. pen and paper, laptop computer, or tape recorder.
2) Make sure your tool of choice is in working order and have a backup just in case.
3) Use the meeting agenda to formulate an outline.
4) Produce your attendee list and check off those who have sent their apologies.
5) Review previous meeting minutes to highlight any key areas of concern or potential
issues.
6) Where possible liaise with the Chair to agree the format of the meeting and what will
be acceptable behavior.

During the Meeting

1) Pass around an attendance sheet.
2) Get a list of committee members and make sure you know who is who.
3) Note the time the meeting begins.
4) Confirm that the previous minutes were signed off and note any announcements made
in connection with this item.
5) Don't try to write down every single comment - actively listen to select the main ideas
discussed, what decisions were agreed and those responsible for delivering these
decisions.
6) Write down motions, who made them, and the results of votes, if any.
7) Make note of any motions to be voted on at future meetings.
8) Record the date, time, and location of the next meeting, if appropriate.

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9) Note the ending time of the meeting.

After the Meeting

1) You should type up the minutes as soon as possible after the meeting, while
everything is still fresh in your mind.
2) Remember to collect any flip chart notes made or save any electronic notes taken.
These can be used to consolidate and clarify your own notes.
3) In some cases, a meeting may be recorded and this recording will serve as the record,
or it may be used to transcribe the information to the meeting minutes template at a later
time.
4) Where possible quickly review your notes with the Chair to ensure the accuracy of
your information.