Task requirement – You are required to describe and explain formal meetings and their procedures.
Question 1: Different types of formal meetings. a. Select Three different types of formal meetings b. For each meeting type, explain the meeting format in terms of its purpose and its structure.

1. AGM (Annual General Meeting):
An AGM Is to be held yearly on a given date for the election of officers and committee members, and the notice of the annual general meeting must be given 15 days in advance. The purpose of the annual general meeting is to provide an annual record of everything that has been done in the last year and new committee members are appointed or elected. The structure of an AGM include registration, agenda, chairperson’s report, treasurer’s report, appointment of auditor, appointment of committee members, other items, and any other business.
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2. Board Meetings:
A board meeting is a meeting for administrative purposes. During this meeting, it may establish special committees including the strategy, auditing, nomination, and remuneration assessment committees according to the relevant resolutions of the general meeting.

3. Pre-Bid Meeting:
A Pre-Bid Meeting is a meeting of various competitors and or contractors to visually inspect a jobsite for a future project. The meeting is normally hosted by the future customer or engineer who wrote the project specification to ensure all bidders are aware of the details and services expected of them. Attendance at the Pre-Bid Meeting may be mandatory. Failure to attend usually results in a rejected bid

Question 2: Rules governing one type of meeting.
Identify three rules from one of the formal meetings noted in question 1.
2. Board Meetings: 1. Proposed by the Chairman, and jointly proposed by 1/3 or above of the Directors. 2. Matters proposed by the Supervisory committee. 3. Matters proposed by the General Manager and other conditions stipulated by the relevant laws, administrative regulations and the articles of association.

Question 3: Explain the following meeting procedures, why they exist and are used for formal meetings.
a. Agenda: An agenda is a list of the items that have to be discussed at a meeting, and an organised plan for matters to be attended to.
b. Apologies: It is for people cannot be able to attend the meeting. They are a list of people who have asked for their apologies to be submitted to the meeting.
c. Notice of meeting: This is to give notice a meeting that going to happen or give a warning in advance that it is going to happen.
d. Notice of Motion: This is notice of a Proposal formally submitted to a meeting for discussion and possible adoption as a resolution.
e. Quorum: This is fixed number of eligible members or stockholders who must be present at a meeting before any official business may be transacted or a decision taken therein becomes legally binding. Usually the articles of association of bylaws of a firm specify this number, otherwise the number prescribed in corporate legislation is followed.
Question 4: Roles and responsibilities of the following people.
1. Chair: Highest ranking officer in a firm’s board of directors who presides over presides over the board’s meetings. The Chairperson of an organization has three main elements to his remit: 1. Assisting with the managerial of the organization. 2. Planning and running meetings. 3. Acting as spokesperson or figurehead.
2. Meeting participant: meeting participant are people who must have attended meeting frequently, because it is through these gatherings that essential organizational issues and many predetermined topics are brought to the table and discussed by every participant involved.
3. Secretary:
Secretary is a Person who organizes information and work for or on behalf of another person. The secretary’s main responsibilities are: 1. supporting the administration of the organization. 2. Facilitating and supporting committee