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Sounds like a tricky question doesn’t it? The issue is easy to understand when you understand the meaning of a “general” meeting.
There are really only two types of “general meeting” – the Annual General Meeting and the Special General Meeting (SGM) which is sometimes called an Extraordinary General Meeting (EGM).
If the meeting is a “general meeting” as opposed to an ordinary or regular meeting, then the minutes which are approved are those of the last general meeting.
So if you have an AGM, and...
Recent Posts
- Which minutes are approved at a Special General Meeting or an AGM when there has previously been an SGM?
- What is the difference between an ordinary meeting and a special meeting?
- Books on Meeting Procedure for Australia and New Zealand
- Vacating the chair to make a presentation
- Taking minutes of a meeting on a laptop computer
- Can the president (or chair) move a motion at a meeting?
- How long should minutes be kept in the archives?
- Can you use Robert’s Rules for meetings in Australia
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Which minutes are approved at a Special General Meeting or an AGM when there has previously been an SGM?
What is the difference between an ordinary meeting and a special meeting?
There are several types of meetings. Most are called ordinary or regular meetings. Some are special meetings. Sometime the term extraordinary meeting is used. Then there are Annual General Meetings and Special General Meetings.
Ordinary Meeting or Regular Meeting
Most meetings are ordinary or regular meetings. These are meetings which are held usually on a regular basis and conduct business for which no special notice needs to be given (according to the organisation’s rules or constitution). The monthly meeting of a sports club or a parents’...
Books on Meeting Procedure for Australia and New Zealand
Here is a list of books on meeting procedure for Australia and New Zealand.
General books on meeting procedure
Meeting Procedure Made Easy
By David Julian Price
Published by Cascade Publishing
Available at www.meetingsinstitute.com
Guide for Meetings and Organisations
By N.E. Renton
Published by the Law Book Company
Available at bookshops
Take the Chair
By David Price, Harold Luxton and Bill Smith
Published by Australian Rostrum
Available from Rostrum Western Australia
Books for Company Meetings
Company Meetings, What you need to know
By Greg...
Vacating the chair to make a presentation
Karen from Doubleview in Western Australia has asked about the protocol when vacating the chair to make a presentation.
Presiding over a meeting as the chair or chairman or chairperson is a role not a physical position. So if in your role of chairing the meeting, you physically move in order to carry out a duty or function, then you do not cease to be the chair of that meeting.
Even though you may be a member of an organisation which actually has a gavel which is used by the chair, if the chair moves away from the gavel, it does not mean that they...
Taking minutes of a meeting on a laptop computer
Ann from Presque Isle, Maine in the United States has asked for tips about taking minutes on a laptop computer.
The trick here is to prepare in advance. If you prepare the agenda and make it very detailed, then when the meeting is running, all you have to do is fill in the gaps on the agenda document and it becomes the minutes.
Most minute takers I know who move to taking minutes on a laptop, never go back to doing it manually.
Remember the key understanding you must have about minutes is that minutes are a record of what is decided and what is...
Can the president (or chair) move a motion at a meeting?
Andrea from Koroop in Victoria, Australia has asked: ”Can the president move a motion at a meeting? What law is this held under?”
The short answer is yes. The longer answer is that a wise chair will only move certain motions from the chair.
The only motions a president or person in the chair should move are motions of congratulations or motions of condolence or motions of thanks. These are nearly always “carried by acclamation” with the obvious exception of the motion of condolence. These are often carried without a seconder.
Inexperienced...
How long should minutes be kept in the archives?
Terri of Cupertino in California, USA has asked this question.
The answer is in two parts.
The first is to do with legislation or laws of the state you are in. Check with a local accountant as to how long financial records need to be kept – usually seven years in most jurisdictions, five in others, some have ten years – but check the law where you live.
Even though minutes are not necessarily subject to the same laws as financial records, this is a really good guide and it is smart to adhere to the same time frame as financial records.
Although...
Can you use Robert’s Rules for meetings in Australia
Alan of New South Wales has asked this question and mentioned that a member of his group has pointed out that Robert’s Rules may not be legal in Australia.
The legality is not the issue so much as the appropriateness of Robert’s Rules for Australia and New Zealand.
Robert’s Rules are in a book whose full title is “Robert’s Rules of Order Newly Revised – 10th Edition”. It is often referred to as “RONR”. It is a 700 page book and covers aspects of meetings in minute detail. The level of detail...
What should be in a treasurer’s 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. Their treasurer is a qualified (and working) accountant but the reports he brings to the executive committee meetings are sparse or sometimes non existent.
In my experience with hundreds of associations, accountants do not always make the best treasurers. I’ll explain why in a moment. Book-keepers however, usually make excellent association treasurers.
There are 2 types of accountants broadly speaking...
Does a motion need to be seconded?
This question is common and the answer is fairly simple.
In Australia and New Zealand it is custom to have every motion seconded. Whether it is a requirement however depends on your constitution or governing rules.
If your governing rules say that every motion requires a seconder, then that’s it – every motion (and amendment) requires a seconder. You cannot get around it.
If however your governing rules say nothing, then unless the act of parliament under which you operate says you need a seconder (and I know of none that do), then you...
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