way of conducting meeting

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Copyright Malaysia Airports2007Strictly Confidential

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MEETINGS

BY

SENIOR AIRPORT MANAGER

PENANG INTERNATIONAL AIRPORT

6 July 2010


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DEFINITION

Coming together of at least two people for

any lawful purpose


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ADVANTAGES OF HOLDINGMEETINGS

A)more knowledge & experience can be brought

together

B)more info be made available C)developing ideas and propose new solutions

D)to improve communication flow

upwards,downwards and horizontal

E) aware of feelings and reactions of members


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PURPOSES OF MEETING

a) To give information

b) To obtain information

c) To bring together knowledge &

experience to solve a problemd) To make decisions within their sphere

of authority

e) To develop cooperation and influence

attitudesf) To air grievances


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TYPES OF MEETINGS

A) INFORMAL-called at short notice by notes orwords of mouth including brainstorming.Called todiscuss matters which arise suddenly.Usually noagenda no proper record of what happen at themeeting

B)FORMAL-Held after notice is sent to entitledpersons to attend.Notified in writing and with anagenda


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TYPES OF FORMAL MEETINGS

A)Inaugural General Meeting-(IGM or IM)-to decidewhether a society should be formed or not.Formulateconstitution & standing orders

B)Annual General Meeting-to elect officials of thecommittee,receive reports and opportunity formembers to speak


7/23Copyright Malaysia Airports2007Strictly Confidential

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TYPES OF FORMAL MEETINGS

C)Committee Meeting-discuss day to day affairs

D)Sub-committee Meeting-general committee who

have been given a task to perform which does notrequire the attention of all committee members

E)Extraordinary General Meeting-(EGM)-to discussurgent matters without waiting for the next AGM



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TYPES OF COMMITTEES

A) The Executive Committee (EXCO)-

elected at the AGM as leading committee.Elected bymembers to administer the society.

Wide executive powers consists of a Chairman,Vice

Chairman.Secretary,Treasurer and other committeemembers



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TYPES OF COMMITTEES

B)The Standing Committee-appointed by the EXCO todeal with separate sections.Usually chaired by amember of the executive body

C)The Sub Committee-appointed by any committee fordecentralization purposes.Small,specialized andpurely advisory.Ceased when the appointingcommittee goes out of office



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TYPES OF COMMITTEES

D)The Adhoc Committee-appointed by any committeeas temporary committee for a purpose.Advisory andexists until the work is finished

E)The Joint Committee-set up by two or moresocieties/org to deal with similar problem.Usuallyappointed by the EXCO



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TYPES OF COMMITTEES

EXCO

STANDING COMM AD-HOC JOINT COMM

SUB-COMM SUB COMM SUB COMM SUB COMM



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REQUISITES OF A VALIDMEETING

Properly convened

Properly constituted

Properly conducted

Without the above requisites,all decisions taken at ameeting are considered null and void


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REQUIREMENTS FOR A MEETING TO BE PROPERLYCONVENED

a) a notice must be sent to every person who is entitled to attendeven though he is abroad/ill unless:-

There are rules where accidental omission to send notice or

non-receipt of notice shall not invalidate the proceedings of ameeting

All persons entitled to attend are present without notice andagree to the meeting being held

b) notice must be given a week or more in advance c) a notice must be free from anything to confuse or mislead

d)notice must contain important detailsplace,date day and time

e)notice must be issued by the secretary


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REQUIREMENTS TO BEPROPERLY CONSTITUTED

a) The Chairmans appointment must be

valid

b) The quorum to start a meeting

c) The quorum to maintain a meeting


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REQUIREMENTS TO BEPROPERLY CONDUCTED-cont

a) The Chairman must ensure the business dealt within a meeting is within the scope of that meeting

b)The Chairman must allow the proposal of alegitimate and relevant amendment


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DOCUMENTS OF A MEETING

Notice For A Committee Meeting

a) name of the society/group

b) heading Notice Of Meeting

c) day,date and time of the meeting

d) place where will be held-venuee) signature ,name and designation of issuing

person-the secretary

f) date issued


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EXAMPLE OF A NOTICE

KELAB REKREASI LAPANGAN TERBANG

Notice Of Meeting

The Third Executive Committee Meeting of the Kelab RekreasiLapangan Terbang will be held on Wednesday,30 June 2010 at3 p.m in the Meeting Room,General Office,Malaysia AirportsSdn Bhd Penang International Airport

Ahmad Bin DarusSecretary

23 June 2010


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AGENDA OF A COMMITTEE MEETING - may slightly vary depending on thetypes of committee

1.Chairmans address

2. Apologies for absence

3.Minutes of the last meeting

4.Matters arising out of the minutes

5.Correspondence optional

6.Reports-optional

7.Special business- a)

b)

c)

8.Any other business/matters 9.Date,time and place of next meeting

10.Closing remarks/Adjournment


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ROLES OF THE CHAIRMAN

a) Ensuring his appointment and that of other officers are inaccordance with the rules

b) Ensure the meeting is properly convened,correctlyconstituted,enough quorum

c) Assist the secretary in preparing the agendad) Maintain order and ensuring the meeting is conducted

correctly

e) Ensure the items of business in the correct orderf) Prevent irrelevant discussion and allow adequateopportunity for those wish to speak

g) Ascertain the sense of meeting when discussion is inprogress or putting motions/amendments etc

h) making record of the proceeding

i) Communicate decisions to other people who will be affectedby them


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Chairman of a meeting extremely important person and the successof a meeting depends on his capabilities

Need to have strength character,without being dogmatic or withoutwishing to impress his own views on the meeting

Ability to express himself fluently without making speeches

Must have tact,patience and a sound knowledge of the businessbefore the meeting

Be able to maintain control over the meeting and check allirrelevant interruptions

QUALITIES OF AN EFFECTIVE CHAIRMAN


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Insist that everyone address the Chair but should not preventuseful exchange of views

Firm when ruling on points of order such as incorrectprocedures,irrelevancy,unparliamentary language andtransgression of the rules of society

Must earn the respect of the members of the meeting

Ensure impartiality in his conduct of the meeting even he stronglydisagrees with the decision taken

QUALITIES OF AN EFFECTIVE CHAIRMAN


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IMPORTANT NOTES TO THE CHAIRMAN

The Chairman is the most important person in the meeting,so thelevel of professionalism is important

As the Chairman,he has to ensure the situation is under control.Ifit seems to be out of control,the Chairman may adjourn themeeting

As far as possible ,avoid making out of the minutes statement

To recap the decision of every point raised The minutes should be distributed by the Secretary well ahead of

the meeting

The last minutes of meeting should be confirmed in the presentmeeting only - to facilitate changes,misquoted or errors

The signature on the file copy by the Chairman is sufficient as theacceptance during the confirmation of the minutes


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THANK YOUThis presentation is extracted from Uitm & Open Universitys Module for KSS

purposes only

way of conducting meeting

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