1. Purpose and Scope

This policy establishes the process for the management of formal meeting at Coffee Bags Café. The aim of this policy is to ensure and maintain meeting protocols, associated action plans and recording processes to maximise communication within Coffee Bags Café.

This policy only applies to formal meetings which are limited to the following:

• Monthly Management Meetings
• Bi-annual Risk Management Meetings
• Annual Audit Meetings
• Annual General Meetings (AGM)
• Strategic Planning Meetings (as required)
• Critical Incident Meetings (if required)
• Emergency Meeting (if required)

2. Responsibilities

The General Manger has the overall responsibility to ensure this policy is implemented and maintaining.

3. Procedures

3.1 All reports/ supporting documents required to be included in meeting materials must be submitted no later than eight (8) days prior to scheduled meeting date.

3.2 Meeting agenda must be distributed to meeting attendees seven (7) days prior to scheduled meeting date, unless the meeting is either a Critical Incident or Emergency Meeting.

3.3. All formal meetings must be recorded in the Meeting Minutes Template “See Appendix A” by an individual other than the meeting Chair. Minute-taker to be briefed on this method of recording Meeting Minutes prior to meeting commencement, to ensure consistency.

3.4 Meeting Minutes must be approved by the Chair following the conclusion of the meeting, and signed accordingly.

3.5 Signed Meeting Minutes will be sent to each meeting attendee via email within (7) days of the meeting held.

3.6 Meeting minutes will be endorsed at the next meeting as a true and accurate record, by a mover and a seconder, which is recorded.

3.7 Meeting minutes are stored in the Minutes’ Folder kept in the General Managers office for future reference

3.8 Any outstanding required actions resulting from a formal meeting will be recorded in the Meeting Action Plan, allocated a unique Action Number, activity/action to be taken, individual responsible assigned and timeframe required. The Action Plan will be maintained and reviewed at each meeting.

3.9 Once Action is completed, that unique Action Number will be closed.

4. References/ Preferred Suppliers

Office Stationery

• Office Works
• Office 1 Stationery

Audio Visual Support

• In house AV
• Staging connections
• Venue internal AV

Venues/ Location

• Head office board room
• Various hotels with business centres attached Eg: Rydges/ Lindrum/ Mercure

Catering

• Coffee Bags Café
• Venue in-house catering

Transport

• National Limos
• Virgin Australia
• Qantas
• Tiger
• Uber
• Airport transfer bus

Appendix A – Meeting Minutes Template

Meeting Minutes

Meeting Type:
Date:
Location:
Time:
Chair:
Minutes Taker:
Attendees:
Apologies:

Confidentiality

Coffee Bag’s Café staff and meeting attendees are bound to maintain confidentiality with the organisational intellectual property and will not in any way disclose process, strategy, circumstances or outcomes with a third party.

Consent agenda

Coffee Bag’s Café meeting follows a consented agenda process. Items perceived to not require discussion are placed on a consent agenda which may decide to approve by way of a single motion at the start of the meeting.

The Chair will ask if anybody wishes to remove an item from the consent agenda. Any removed item is discussed and considered during the meeting in the order it appears on the agenda.

Once the composition of the consent agenda is agreed, a motion will be proposed and seconded to accept the consent agenda items. In the meeting minutes, the proposer and seconder of the consent agenda will be recorded as the proposer and seconder for each consent agenda item – each item will appear in the order it appears on the agenda.

Conflict of Interest

The Chair must be made aware of any conflicts of interest which might arise or be perceived and that appropriate steps have been taken to eliminate any suggestion of inappropriate or unethical action/s.

Meeting Items
Item #	Description	Owner	Documents/ Endorsement.
1	Welcome and Apologies	Chair
2	Declaration of Conflict of Interest/s Chair reiterated the importance of the role and required confidentiality required by all attendees.	Chair
3	Confirmation of Previous Minutes	Chair	Endorsement: Moved: Seconded:
4	Consent Agenda Items: <Insert if applicable>	Chair	Endorsement: Moved: Seconded:
5	Action Review from previous meeting: <Insert if applicable>	Chair	Endorsement: Moved: Seconded:
6	<Discussion Topic>
6.1		TBA	<Include tabled documents if applicable>
6.2		TBA	<Include tabled documents if applicable>
6.3	ACTION:	Chair	Endorsement: Moved: Seconded:
7.	<Discussion Topic>
7.1		TBA	<Include tabled documents if applicable>
7.2		TBA	<Include tabled documents if applicable>
7.3	ACTION:	Chair	Endorsement: Moved: Seconded: