Manage

Meetings
[MANAGE MEETINGS 2010]
Assessment Task ONE - Bandiana Primary School – Spring Carnival
 Manage Meetings 2010

Questions ONE: You are required to document and report on:

a) The purpose of the meeting -
The Spring Carnival Sub-Committee for Bandiana Primary School:
 This meeting is the first meeting in preparation for the Spring Carnival
 It will determine what we plan to do for the Carnival
 It will determine how the Carnival will be organised and run in order to raise funds for
the School
 Roles and tasks will be given out to all members of the sub-committee

b) What arrangements need to be made to run the meeting successfully. You also
need to discuss how you would go about making these arrangements –
The arrangements that need to be made in order to run the meeting successfully and how these
arrangements will be carried out are:
 Ensure all members are aware of the meeting – A Notice of Meeting will be sent out two
weeks in advance
 What is to be discussed at the meeting – An agenda will be sent out a week in advance
 The Venue will need to be booked – Wodonga TAFE – Room A101. There is a standing
booking made in this room for the purpose of this meeting.
 Catering – Tea & Biscuits will be provided after the meeting. They are provided by the
TAFE with use of the room.
 Sound/Lighting/Computer Equipment/Overhead Projector – This will be checked three
weeks before the meeting and again two days beforehand to ensure that the equipment
that has been used in the past is still in working order and will suit the requirements of
the meeting
 Seating and Table Options – What is already set up in the room from previous meetings
will suit this meeting
 Minute Taker – Arrangements will be made two weeks in advance

c) What is to be discussed at the meeting – Agenda Items –

Items of discussion at this meeting are:
 Because this is the first meeting for the spring carnival, the first thing that will need to be
discussed and decided on is the date of the spring carnival
 Next, will the carnival be held on the school grounds or will another location be decided
upon.
 The failures of last year’s spring carnival and how we can improve on them
 Successes of last year’s carnival and what we will use this year
 Delegation of tasks and roles
 Budget

d) What papers, apart from the Notice of Meeting and Agenda, are required
during the meeting –
The papers that are required during the meeting are as follows:
 Financial reports from last year’s carnival – Stall revenues
 A budget based on last year’s costs
 Minutes from last year’s meetings

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Question TWO: You are required to create the following documentation:

a) Notice of Meeting –

BANDIANA PRIMARY SCHOOL

Notice of Meeting
A meeting of the members of the Bandiana Primary School Spring Carnival Committee
will be held on Monday 13 September 2010 at 9:00am at Wodonga TAFE, Building A,
Room A101, McKoy Street, Wodonga.

All members of the Bandiana Primary School Spring Carnival Committee are required to
attend.

S Howard
Committee Chairperson

13 August 2010

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b) Chairperson’s Agenda –

BANDIANA PRIMARY
SCHOOL
Meeting
A meeting of the members of the Bandiana Primary School Spring Carnival Committee
will be held on Monday 13 September 2010 at 9:00am at Wodonga TAFE, Building A,
Room A101, McKoy Street, Wodonga.

AGENDA Notes By Chairperson

1) Welcome S Howard

2) Apologies

3) Matters Arising
 Date of this year’s Spring Carnival To Be Accepted and Moved
 Venue of Carnival
 Last Year’s Failures and Successes
 How the Committee will use these for this year
 Budget Use Last Year’s Budget as Guide

4) Correspondence
 Letter from Principal regarding Spring Carnival Reply to Principal with information
regarding this year’s carnival and a
5) Reports copy of minutes
 Financial Report from Last Year
 Stall Revenue Reports Use the revenue reports from last
 Budget year to determine which stalls made
a profit and which stalls to use this
6) General Business year. Budget will help us to
determine how much we can spend
7) Election of Committee on what.
 Treasurer
 Secretary/Minute Taker
 Deputy Chairperson

8) Delegation of Tasks to Committee Members

 Stall Organising
 Venue Handling
 Electrical Equipment Handling
 Permits

9) Any Other Business

10) Date of Next Meeting

11 October, 9:00 am, Room A101
S Howard
Chairperson

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13 September 2010

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c) Agenda –

BANDIANA PRIMARY SCHOOL

Meeting
A meeting of the members of the Bandiana Primary School Spring Carnival Committee
will be held on Monday 13 September 2010 at 9:00am at Wodonga TAFE, Building A,
Room A101, McKoy Street, Wodonga.

AGENDA
1) Welcome

2) Apologies

3) Matters Arising
 Date of this year’s Spring Carnival
 Venue of Carnival
 Last Year’s Failures and Successes
 How the Committee will use these for this year
 Budget

4) Correspondence
 Letter from Principal regarding Spring Carnival

5) Reports
 Financial Report from Last Year
 Stall Revenue Reports
 Budget

6) General Business

7) Election of Committee
 Treasurer
 Secretary/Minute Taker
 Deputy Chairperson

8) Delegation of Tasks to Committee Members

 Stall Organising
 Venue Handling
 Electrical Equipment Handling
 Permits

9) Any Other Business

10) Date of Next Meeting

S Howard
Chairperson
13 September 2010

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d) Minutes including all actions, motions, resolutions –

BANDIANA PRIMARY
SCHOOL
Meeting
A meeting of the members of the Bandiana Primary School Spring Carnival Committee
will be held on Monday 13 September 2010 at 9:00am at Wodonga TAFE, Building A,
Room A101, McKoy Street, Wodonga.
MINUTES
PRESENT:

APOLOGIES:

BUSINESS ARISING:

CORRESPONDENCE:

REPORTS:

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ELECTION OF COMMITTEE:

DELEGATION OF TASKS:

ANY OTHER BUSINESS:

DATE OF NEXT MEETING:

CLOSURE:

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Question THREE: You are required to Chair the meeting. Part of your
assessment for this section will be based on how you manage the people
at the meeting, including:
a) Following Meeting Protocols –

b) Encouraging appropriate meeting etiquette –

c) Retaining ‘control’ of the meeting –

d) Placing time limits on speakers –

e) Interacting with the minute taker –