having despite being held under the formal business procedure are
different in various aspects from all the general or annual general
meetings. These meetings also require a formal notification and there are
no financial reports except for the topic of the meeting (societies, 2015).
There are a number of factors that are specific to a formal meeting.
First of all the date, time, content as well as the venue of all the formal
meetings have to be notified in writing and within a specific period as the
governing rules or the constitution says. The main difference between the
formal and informal meetings lies in the procedures around discussion.
Everyone can speak as many times as they like under the consensus
method and there do not have to be any formal motions. On the other
hand a motion has to occur before any discussion may be started and it
has to be seconded.
improperly. The courts can give a ruling on how to proceed and even
correct the records of the concerned organizations if the need be. These
are also known as the supervisory powers of the court. It is why the
people responsible for running the meetings ensure that they are lawful.
Meetings should not contravene any statute or law.
The main purposes of a meeting are explained below:
-
Sharing views: Meetings are not just so that people can make
important decisions during these events but also that the parties
that differ may get an opportunity to reach a consensus as well
Minute taker:
The minute taker has to play a very important role which is to record the
minutes of every meeting that include agreed decisions and tasks.
Discussion is not necessary to be recorded unless a specific reason exists
for doing so. Apart from it the minute taker should also note the date,
time and venue for the next meeting.
ANNUAL GENERAL MEETINGS:
Meetings are also a means to run the organizations. All the full members
of a meeting are entitled to take part at least in one meeting which is the
annual general meeting. The annual general meeting is also considered
the occasion to call the officers and the organization to account. It is also
usual to receive reports at the annual general meeting related to the past
years activities and to elect new office bearers. At the annual general
meetings the reports may be questioned and
set periods of office the others may arrange for their officers to take office
during the AGM or at its end. Most of the organizations that are governed
by a statute are required to holds an annual general meeting. It is the
organizations constitution which sets out the time for the annual general
meeting (NZindians, n.d.).
In case of the Energy Trust of New Zealand Inc.:
The Business of the Annual General Meeting of Members shall include the
receipt and consideration of the reports of the Chairman, Treasurer and
financial statements and the Auditor. The election of officers and
Executive Committee members and such other business as may properly
be considered by an Annual General Meeting (ETNZ, 2014).
Executive committee: The executive committee is a group selected to
carry out the organizations day to day basis. An executive committee
may be constituted because calling all the members of the organization
every time a crucial decision has to be made can be highly costly as well
as inconvenient.
Executive committee meetings :
An executive committee meeting is the meeting of the executive body of
an organization. The names of the executive body may differ from
organization to organization. In some of the organizations it is also called
just the committee or the council. It is the responsibility of the
constitution to make the role of the executive committee clear. Especially,
Hui Maori:
Organizing a formal meeting or a Hui Maori first requires looking at
different decision making styles. The Maori culture places great value on
hospitality and its essence should not be lost even in the conditions of a
meeting. However, Maori like to take their time on the negotiations table.
High pressure tactics are not preferred and directness and honesty are
always required. In the Maori culture the meetings most often begin with
a karakia or prayer (Communitynet, 2015).
Most community organizations run less formal meetings that commonly
include
-
Generally the less formal meetings are quite relaxed. However, it is yet
important to make clear decisions that can be recorded with the majority
support. The organizer or the chair should ensure that it happens. A
formal resolution process should be adopted for financial or other
decisions.
Good results come from well-organized meetings and therefore it is
important to focus on the organization of meetings. If a meeting is not
organized well then the results would not be good and the participants too
would be disappointed. Moreover since meetings can take a lot of peoples
times so it is important that they are run smoothly.
Planning is the key to running well organized and smooth meetings and in
this regard to be effective people can use a checklist.
Advance invitations.
Apart from the Maori, there are Europeans and Asians too in NZ and in
the European culture too it is important to focus on punctuality and
honesty. Even the Europeans would prefer that they are informed well in
advance and that the topic and other things are made clear before the
meeting starts.
The Meetings of the members at the energy trust of New Zealand follow
the following rules:
Types of meetings of members: At least every twelve months and no
more that at the interval of every eighteen months after the last annual
References:
Pitchforth, Roger (2010). Meetings: practice and procedure in New
Zealand. Auckland, New Zealand: CCH New Zealand Ltd.
Retrieved
March
29,
2016,
from
http://www.legaldocuments.co.nz/notice-of-meetings-requirements-andgood-practice/
RULES & GUIDELINES (2014). In ETNZ. Retrieved March 29, 2016, from
http://www.etnz.org.nz/Rules++Guidelines.html
Making best use of meetings (n.d.). In DOL. Retrieved March 31, 2016,
from http://www.dol.govt.nz/infozone/collectivebargaining/2preparing-negotiation/meetings.asp