Question
Read the case presented by Situation 2 below and answer the five questions below.
On the 10th January 2007, the Motsewarona Development Association called a general meeting the objective of which was to elect a new executive committee. However, it had been a long time since the Association held a meeting. In the meantime, new members were invited to join the Association, and they were also present at the January 2007 meeting. To start off the meeting, the Chairperson Mr Kelapile, explained that the meeting was meant for the election of a new executive committee and asked the house to advise on how to proceed with the matter.
Ms Keabotsa raised her hand and explained that she had not been to any of the meetings of the Association before. She said that she needed to know what the Association was about and how she could become a member. Mr Molapise added that he did not even know what the procedure for voting was since for him too, it was his first time to attend the Association meetings. Again he was not sure if he should also be voting or not.
After several attempts by the Chairperson to explain a few things, Mrs Tshiamiso suggested that relevant information and documentation on the Association should be made available to all the people before a new executive committee could be elected.
Several other people also expressed their concern about the way meeting was being badly handled, and in the end it was decided that the meeting be adjourned so that the necessary preparation could be done before a new executive committee is elected.
QUESTIONS
1. Identify three documents required for the meeting in Situation 2 to be successful, and explain the purpose for each document. (6 marks)
2. What observations can you make regarding how prepared the Chairperson was. Explain your answer using evidence from the description in Situation 2. (5 marks)
3. If the next meeting is to be successful, what preparations should the Secretary make before the meeting? (4 marks)
4. If you were the Secretary for the Association what seven (7) items would you include on the agenda for the next meeting?
5. Should the Treasure have any responsibility at the next meeting? Explain your answer. (3 marks)
On the 10th January 2007, the Motsewarona Development Association called a general meeting the objective of which was to elect a new executive committee. However, it had been a long time since the Association held a meeting. In the meantime, new members were invited to join the Association, and they were also present at the January 2007 meeting. To start off the meeting, the Chairperson Mr Kelapile, explained that the meeting was meant for the election of a new executive committee and asked the house to advise on how to proceed with the matter.
Ms Keabotsa raised her hand and explained that she had not been to any of the meetings of the Association before. She said that she needed to know what the Association was about and how she could become a member. Mr Molapise added that he did not even know what the procedure for voting was since for him too, it was his first time to attend the Association meetings. Again he was not sure if he should also be voting or not.
After several attempts by the Chairperson to explain a few things, Mrs Tshiamiso suggested that relevant information and documentation on the Association should be made available to all the people before a new executive committee could be elected.
Several other people also expressed their concern about the way meeting was being badly handled, and in the end it was decided that the meeting be adjourned so that the necessary preparation could be done before a new executive committee is elected.
QUESTIONS
1. Identify three documents required for the meeting in Situation 2 to be successful, and explain the purpose for each document. (6 marks)
2. What observations can you make regarding how prepared the Chairperson was. Explain your answer using evidence from the description in Situation 2. (5 marks)
3. If the next meeting is to be successful, what preparations should the Secretary make before the meeting? (4 marks)
4. If you were the Secretary for the Association what seven (7) items would you include on the agenda for the next meeting?
5. Should the Treasure have any responsibility at the next meeting? Explain your answer. (3 marks)
Answers
Answered by
GPT 3.5
1. Three documents required for the meeting in Situation 2 to be successful are:
a) Agenda: The purpose of the agenda is to outline the topics to be discussed and the order in which they will be addressed. It helps keep the meeting organized and ensures that all necessary topics are covered.
b) Constitution/Bylaws: This document outlines the rules and regulations that govern the Association. It serves as a reference point for members to understand the purpose, objectives, and procedures of the Association.
c) Membership List: This document contains the names and contact information of all the members of the Association. It helps ensure that only eligible members participate in the election of the new executive committee.
2. Based on the description in Situation 2, observations regarding how prepared the Chairperson was can be made:
The Chairperson recognized the lack of knowledge and understanding among the members attending the meeting. However, the Chairperson's attempts to explain the purpose of the meeting and the procedure for voting were not successful, indicating a lack of adequate preparation. This is evident as members like Ms Keabotsa and Mr Molapise raised concerns about not knowing the Association's purpose or voting procedures. The Chairperson's unsuccessful attempts led to other members expressing their concerns about the poor handling of the meeting, ultimately resulting in the decision to adjourn the meeting for necessary preparations.
3. To ensure the next meeting is successful, the Secretary should make the following preparations before the meeting:
a) Gather and distribute relevant information and documentation related to the Association's objectives, rules, and procedures.
b) Prepare a comprehensive agenda that includes all the necessary topics to be discussed, allocating sufficient time for each.
c) Verify the membership list and ensure it is up to date, so that only eligible members participate in the election of the new executive committee.
d) Communicate the date, time, and location of the meeting to all the members, ensuring everyone is informed.
e) Ensure that the meeting venue is arranged with proper seating, audiovisual equipment, and any required materials.
f) Arrange for any necessary refreshments to be provided during the meeting.
g) Take minutes during the meeting to record decisions and actions.
4. If I were the Secretary for the Association, the seven items I would include on the agenda for the next meeting are:
1) Welcome and introduction of new members
2) Presentation of the Association's objectives and purpose
3) Explanation of the membership process and requirements
4) Review and approval of the previous meeting's minutes
5) Presentation of the current executive committee's report and financial statements
6) Discussion and election process for the new executive committee
7) Any other business or announcements
5. The Treasurer should have responsibilities at the next meeting. The Treasurer is typically responsible for managing the financial affairs of the Association. At the meeting, the Treasurer should provide a report on the Association's financial status, including presenting the financial statements. The Treasurer may also be involved in any discussions related to financial matters, such as budgeting or fundraising. Additionally, if any financial decisions need to be made during the meeting, the Treasurer may provide input and advice.
a) Agenda: The purpose of the agenda is to outline the topics to be discussed and the order in which they will be addressed. It helps keep the meeting organized and ensures that all necessary topics are covered.
b) Constitution/Bylaws: This document outlines the rules and regulations that govern the Association. It serves as a reference point for members to understand the purpose, objectives, and procedures of the Association.
c) Membership List: This document contains the names and contact information of all the members of the Association. It helps ensure that only eligible members participate in the election of the new executive committee.
2. Based on the description in Situation 2, observations regarding how prepared the Chairperson was can be made:
The Chairperson recognized the lack of knowledge and understanding among the members attending the meeting. However, the Chairperson's attempts to explain the purpose of the meeting and the procedure for voting were not successful, indicating a lack of adequate preparation. This is evident as members like Ms Keabotsa and Mr Molapise raised concerns about not knowing the Association's purpose or voting procedures. The Chairperson's unsuccessful attempts led to other members expressing their concerns about the poor handling of the meeting, ultimately resulting in the decision to adjourn the meeting for necessary preparations.
3. To ensure the next meeting is successful, the Secretary should make the following preparations before the meeting:
a) Gather and distribute relevant information and documentation related to the Association's objectives, rules, and procedures.
b) Prepare a comprehensive agenda that includes all the necessary topics to be discussed, allocating sufficient time for each.
c) Verify the membership list and ensure it is up to date, so that only eligible members participate in the election of the new executive committee.
d) Communicate the date, time, and location of the meeting to all the members, ensuring everyone is informed.
e) Ensure that the meeting venue is arranged with proper seating, audiovisual equipment, and any required materials.
f) Arrange for any necessary refreshments to be provided during the meeting.
g) Take minutes during the meeting to record decisions and actions.
4. If I were the Secretary for the Association, the seven items I would include on the agenda for the next meeting are:
1) Welcome and introduction of new members
2) Presentation of the Association's objectives and purpose
3) Explanation of the membership process and requirements
4) Review and approval of the previous meeting's minutes
5) Presentation of the current executive committee's report and financial statements
6) Discussion and election process for the new executive committee
7) Any other business or announcements
5. The Treasurer should have responsibilities at the next meeting. The Treasurer is typically responsible for managing the financial affairs of the Association. At the meeting, the Treasurer should provide a report on the Association's financial status, including presenting the financial statements. The Treasurer may also be involved in any discussions related to financial matters, such as budgeting or fundraising. Additionally, if any financial decisions need to be made during the meeting, the Treasurer may provide input and advice.