Recent Comments
  • Lyrianne Massie: Thanks very much....
  • Lyrianne Massie: That's great. Thank you very much for your help....
  • David Price: Hello Lyrianne, Minutes of the AGM should be available to every paid u...
  • David Price: Hello Josephine, In today's digital world it is common practice for mi...
  • David Price: If the information provided is only a balance, that is not a financial...
  • David Price: Treasurer's reports or financial reports should be presented at every ...
  • David Price: It would be smart to write the recipient of the check in the report fo...
What should be in a financial report?
Terry from Morley has asked about Treasurer’s reports. He is in a not for profit association and he serves on the executive committee. So having said all that, what should a treasurer’s report contain? 1. There must be a budget. The best way is to divide your operation into portfolios, and make one person responsible for each portfolio. They draw up a proposed budget for the year and it, together with the other portfolio budgets are discussed at a budget meeting before the Annual General Meeting, where the budget should be approved... 

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How to smell a rat – signs to look for that flag possible fraudulent or inappropriate behaviour in organizations
The vast majority of people in organizations, particularly voluntary ones, are reasonable and honest people. But there are some bad apples out there and they tend to be clever and conniving and cover their tracks well. This post is about warning signs when things are not going as they should. Right up front, let me say this, dishonest people are masters at making themselves trusted and indispensable – it’s their main skill. Ask any person in law enforcement who has worked with fraud and they will tell you, the vast majority of... 

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Who should receive the minutes of an Annual General Meeting (AGM)?
Lyrianne has asked this question: Who gets a copy of the minutes of a club’s AGM? Is it all fully paid up members or is it just attendees? This is my first year as secretary and I’m still finding my feet with some things. Every person who is a member of the organization is entitled to receive a copy of the AGM minutes as quickly as possible after the meeting – certainly no longer than 7 or 14 days after the meeting.. Some people erroneously believe that the AGM minutes are not available until the next AGM which is a year... 

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Can a disciplinary board rescind a motion moved by another board?
http://masterofmeetings.com/wp-content/uploads/2017/03/Disciplinary-board-decisions.mp3 Keith from Bathurst in New South Wales has asked this question: A motion that has been moved to ban a competitor from an event.  A letter has been written to our disciplinary board and the motion was then rescinded at the next meeting.  Is this correct, the board has not yet met regarding the letter.This tricky to answer accurately without more information and I have had to make some auumptions. But based on the information we have in the question, there... 

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Do reports for an AGM need to be sent with the notice of the meeting?
http://masterofmeetings.com/wp-content/uploads/2017/03/Do-reports-for-an-AGM-need-to-be-sent-with-the-notice.mp3 Natalie from New Zealand has asked this question. She asks:  I understand that 2 weeks notice should be given before an AGM.  Is it necessary for the reports that will be presented to the AGM be available 2 weeks in advance? (For a small organisation) Should notices of motion be presented 2 weeks in advance, especially if they are to affect the governance of the same organisation? Should such motions be rejected/delayed if they... 

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Is it essential to have an independent chairperson at an AGM changeover
http://masterofmeetings.com/wp-content/uploads/2017/03/Do-you-need-an-independent-chair-at-an-AGM.mp3 This question has come from John, in Australia It is not necessary to have an independent chairperson unless a) your rules dictate it; or, b) it is the custom of your organisation. Even if it is the custom, there is no need necessarily. If however there are any contentious issues coming up at the AGM, it may be wise to have independent chairperson. Independent chairs are great whenever there is conflict, or totally opposing factions, or where... 

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Fact or Opinion – The crucial distinction for good decision making
http://masterofmeetings.com/wp-content/uploads/2017/03/Fact-or-Opinion.mp3 It’s been calculated that the “average” adult makes 35,000 decisions every day. It seems a bit high to me  but who am I to argue with esteemed researchers. But let’s be a little more realistic and find a number we can comprehend more easily. Let’s say that at work, the average person makes between 50 and 200 decisions every day. Many people will of course make more, and some will make less but 50 – 200 is, I think, a manageable number for us to talk about. Every... 

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Can a monthly meeting rescind a motion passed at an AGM
http://masterofmeetings.com/wp-content/uploads/2017/03/Can-a-monthly-meeting-rescind-an-agm-motion.mp3 Dellys from Mackay in Australia has asked this question: Can a motion passed at an AGM attended by 50 people be rescinded 6 months later at a monthly meeting of 10 or less? The short answer is no. AGM’s are “General” meetings. They are meetings of the entire membership. The business conducted at an AGM is quite different from the business conducted at a monthly meeting. Notice must be give of all the substantive decisions... 

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Elections were not held according to the rules – what can I do?
http://masterofmeetings.com/wp-content/uploads/2017/03/Rescision-and-breaking-rules-for-election.mp3 Max from Tasmania has asked this question: A motion was passed at a recent meeting and has been acted on.  My question is it appears that I cannot rescind the motion. What can I do as the election was not held in accordance with all directions, rules and regulations.  There are two questions here. The first is on the rescission of motions. If the motion has been acted on, there is no point in rescinding the motion – it will achieve... 

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Must regrets/apologies and absence be recorded in meeting minutes? Is it acceptable to record only those present?
http://masterofmeetings.com/wp-content/uploads/2017/03/Must-regrets-and-absence-be-recorded-in-the-minutes.mp3 Angela from Windsor, Ontario in Canada has asked this question. The only things that generally need to be recorded in minutes are those in attendance and those who have offered an apology. Regrets and absence have no place in the minutes. But there is a sting in the tail. Apologies are only people who have asked for the apologies to be recorded. They are not, a list of people who are not there. Nor is it appropriate for someone to... 

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