Recent Comments
  • Lily Michailov: Dear David, Could you please advise me regarding following situation,...
  • David Price: Absolutely. Every motion must be put to the vote. Moving and seconding...
  • Josephine: After moving and seconding the minutes of meeting and financial report...
  • macd stochastic: Very wonderful information can be found on site . "Many complain ...
  • David Price: I wish there was a simple answer. It depends on the rules you have whi...
  • Pranav: Can you have multiple items on the agenda for a special general meetin...
  • asmahasna: I belong to a family business and we are four shareholders, my father ...
Can I raise a point of order even during the announcements?
I have been asked this question by a subscriber in the Philippines. Can I raise a point of order even during the announcement of other activities? A point of order is only raised when a procedure or protocol is incorrect and you are drawing the chair’s attention to it. I suggest you look at prevuious posts about points of order: https://tinyurl.com/ya4k6kd6 It would be unusual for a  point of order during announcements unless some of the announcements were confidential or inappropriate. Please Note: The author accepts no responsibility... 

Read more

As a member, can I see the committee minutes?
I have received a question from a subscriber in the United Kingdom. I have asked to see the minutes of a committee meeting of our local sports club. I am a member. They are not normally distributed however they have sent me a copy but it is not the version that was approved at a committee meeting. It is a heavily edited version that was altered by the chairman and the secretary without the approval of the committee. Is this an acceptable practice? Absolutely not – this is not an acceptable practice! The chair and the secretary should... 

Read more

When and by whom should the minutes of an AGM be signed?
Richard from Australia has made a comment and asked this question: In an answer to Carmen you said “The AGM minutes only need to be signed by the chairman. There is absolutely no harm in the minute taker signing too and that may be good practice.” My questions are, 1) WHEN should they be signed by the Chairman? That is, before they are distributed to members or at the following AGM and 2) Is the Chairman you refer to the Chairman of the AGM to which the Minutes refer or the Chairman of the following AGM? Richard’s comment... 

Read more

What is the difference between an ordinary meeting and a special meeting?
Pranav has asked this question and it’s a common one. What is the difference between an ordinary meeting and a special meeting? An ordinary meeting is one which is usually held regularly and has no special requirements dictated by either legislation (like the  Associations Incorporation Act) or rules or constitutions of organisations or by-laws etc. For instance, a regular monthly meeting of an organisation is an ordinary meeting. At an ordinary meeting, you can deal with virtually any business except things which require special notice,... 

Read more

What do you do when there is no quorum
Many people ask about the quorum at a meeting. A quorum is the minimum number of people who must be present for the meeting to transact any business. The quorum is normally in the constitution of an organisation or sometimes in the By-Laws. Traditionally it used to be one more than half of the possible membership but as organisations became bigger that became an unworkable number. For instance, if you had a sports club with 300 members, it meant you had to have 151 people at a meeting for it to be able to do anything. It is more common nowadays... 

Read more

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... 

Read more

How to smell a rat – signs to look for that flag possible fraudulent or inappropriate behaviour in organizations
http://masterofmeetings.com/wp-content/uploads/2017/07/How-to-smell-a-rat.mp3 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... 

Read more

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... 

Read more

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... 

Read more

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... 

Read more