Question

Explain the duties of secretary before, during and after the Annual Genera] Meeting.

Answer 1

BEFORE, DURING & AFTER THE MEETING

Below are some things to consider and tips for leaders before, during, and after a meeting.

Before the Meeting

1. Meeting Notices:

• Give members notice well in advance of meetings.

• Set the schedule.

• Stick to the schedule.

2. Time Management:

Committee members’ time is valuable; they are volunteering to be here.

• THANK THEM for attending

• Express your gratitude by starting and ending on time.

• If necessary to complete work, suggest a conference call between meetings.

3. Prepare:

• You may need to jumpstart the conversation, review all relevant material (last

meeting minutes, supporting documents or handouts, etc.) before the meeting.

4. Orientation:

Committee volunteers appreciate a short briefing at the start of the year.

• Explain expectations & commitments

o i.e. How many meetings? How many hours?

During the Meeting

1. Explain meeting expectations & introductions

2. Seating:

• Don’t miss the opportunity to be in the “best seat of the house”.

• Be seen and have room to spread out.

• Take advantage of the power of seating by arriving first.

3. Guests:

• From time to time your group may have a guest speaker, presenter, etc.

• Be respectful – introduce guests to the other members.

• Use name tents or badges for committee members (notify staff to be included in

your meeting materials).

Answer 2

The Secretary's Responsibilities at the Annual General Meeting:

Earlier than the Meeting:

• He must ensure that the Annual Accounts are prepared in accordance with the Act's requirements and that they have been properly audited and certified by the Company's Auditors.
• Together with the Chairman, he is responsible for creating the agenda and sending out notices for the board meeting that will take place right before the annual general meeting.
• He must work with the Chairman to draught the Annual Report of the Directors.
• All members must receive the notice of the annual general meeting, along with the relevant forms, from him.
• In conjunction with the Chairman, he is to draught the address.

During the meeting:

• He is in charge of making sure nobody is allowed to enter the general meeting.
• He is to assist the Chairman in determining whether there is or is not a quorum.
• He must read the announcement calling the meeting.
• He must assist the Chairman by giving him the relevant data.
• He is to assist the meeting's chairman in running it.
• He's supposed to record everything that happens.

Soon after the meeting:

• He is required to draught the minutes and obtain the chairman's signature.
• The decisions and resolutions made during the meeting must be carried out by him.
• He must submit the required paperwork to the Registrar.
• He must include any changes that were made to the Memorandum or Articles of Association that was approved during the meeting.

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