TESTCODE 01237032

FORM TP 2010018 JANUARY 20IO

CARIBBEAN EXAMINATIONS COUNCIL

SECONDARY EDUCATION CERTIFICATE
EXAMINATION

OFFICE ADMINISTRATION

Paper O3l2 - General Proficiency

1% hours

In addition to the l% hourc cgndidates are allowed

15 minutes to rcad through the papen Writing MAY
begin during this time.

INSTRUCTIONS TO CANDIDATES

You MUST use this answer booklet when responding to the questions. For EACH question,
write your answer in the space indicated and return the answer booklet at the end of the
examination.

2. Use the CASE to answer the questions.

DO NOT TURN THIS PAGE UNTIL YOU ARE TOLD TO DO SO.

Copyright O 2008 Caribbean Examinations Counci[@

All rights reserved.
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THE CASE

The Head Office of Devon Bank will be hosting the 20th Annual General Corporate Meeting and
Conference, to be held in Trinidad and Tobago at the Vacationers Paradise, Churchill Roosevelt
Highway, Trincity, Trinidad, from 25 - 27 Jantary 2OlO.

The purpose of the event is to communicate new developments in the organization, encourage
teamwork by building working teams and break down barriers with the 300 delegates from subsidiaries
in Trinidad and Tobago, Jamaica, St Lucia, Grenada, Barbados, St Vincent and the Grenadines.
The conference must also celebrate the success of the bank, motivate participants and provide
entertainment.

As all I-Ieads of Departments are expected to attend, the Annual General Meeting will be held on the
first day of the three-day conference, followed by the conference activities.

All necessary documents for the Annual General Meeting will be prepared and packages made
ready for the Conferenceby 2 December, 2009.

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AnswerALL questions.

1. The secretary is preparing for the upcoming Annual General Meeting. Develop a six-point
checklist using the form below to include:

(i) TWO tasks for the day before the meeting

(ii) TWO tasks for the day of the meeting
(iii) TWO tasks for the day after the meeting

PIan ofTasks to be done for

Annual General Meeting

DATE TASKS

7 January,2oo9 Day before the meeting:

8 January 2009 Day of the meeting:

9 January,2009 Day after the meeting:

( 6 marks)

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) The following Members of the Board of l)evon Bank will be attending a breakfast meeting

. Chairman of the Board

. Managing Director

. Financial Comptroller

. Recording Secretary

Using the seating plan in Figure l, arrange seating of the members. Pay attention to designated
seating arrangements. Use letters (a) - (d) to indicate the positions of the members. The legal
advisor is seated at (e).

(e)

Figurc I
( 4 marks)

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3. Prepare a combined Notice and Agenda for Devon Bank's Annual Geneml Meeting which
starts at l0 a.m., and will be held in the Battimamzelle Room. Use the information given in
the Case. Include FOLIR of the usual Annrnl Geneml Meeting items.

( E marks)

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4. Additional help has been recruited to assist the Minuting Secretary with the upcoming
Devon Bank's 2fth Annual Corporate Meeting and Conference. You realise at a meeting
with these assistants that they are unfamiliar with meeting jargon and you have decided to
prepare a glossary of meeting terms to be included in their folders. Prepare the glossary for the
following terms:

(a) Point oforder

(b) Ad hoc

(c) Lie on the table

( 3 marks)

5. You need to provide some guidance to the assistants on how to take minutes. Develop FOUR
points to which they can refer.

( 4 marks)

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6. Prepare the minutes using the information fiom the exc€rpt given below of the Chairman's
Agenda from the Devon Bank's Board of Directors' breakfast meeting.

CHAIRMAN'S AGENDA

A meeting of the Board of Directors will take place in the Board Room on Monday
5 January 2010 at 8.00 a.m.

AGENDA

4. Profi & Loss Statement at Increased profit noted:- no queries -

3l December 2009 Alan Smart congrats for clear presentation
of financia position - also John Holman on
Marketing effort

5. Appointment of new Human Resource Six candidates short-listed.

Manager Proposer-PeterDelphi, Seconder-Alan Smart,
that an ad hoc committee of myself (Raymond
Devon), Arnold Lewis and Tara Bachoo be set up
to interview applicants - Caried unanimously

6. Retirement of Mr G Moon Proposer: Arnold Lewis, Seconder: Ken Job.

that a collection be organized and a presenta-
tion made - Carried U. Ken volunteered to take
charge of arrangements.

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( 8 marks)

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7, Give FOUR reasons why the Proxy Form below is being submitted at the Devon Bank's
Annual General Corporate Meeting.

ANNUAL GENERAL MEETING PROXY

I hereby constitute and appoint the person named below as my proxy to act on my
behalf at the General Meeting of 25 January,2010.

My proxy shall have full authoriff to vote upon all matters that may be presented
at the named meeting.

Notwithstanding the foregoing, the undersigned hereby directs the said proxy holder
to vote as indicated herein below on the following matters:

Yes, to the appointrnent of Mr Raymond Devon as chairperson of the company,

PLACE AN 'X' ON THE LINE NEXT TO THE CANIDIDATE OF YOUR CHOICE

Mr Jon Burns - 94 Luis Street, Morvant t )

Ms Cita Khan - 456 Manahambre Road, Princes Town tX)

Ms Peta Barnes - 29 Long Street, Chaguanas t )

The undersigned has executed this directed proxy:

Name: Mary Phelps

Address: 140 Parlour Lane, Castries, St Lucia

Signature: rlAory Phelps

This is to be returnedby: 02 December,2009 TO: Devon Bank, POS, T&T

( 4 mar*s)
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8. Devon Bank has noted that over the past three years, the attendance at the Annual General
meetings has been dwindling. The Research Unit is conducting research to gather data on the
possible reasons why shareholders are not attending. You are asked to write FM questions
that can be included on the questionnaire.

( 5 marks)

9. As a coordinator in charge of arranging the meetings that are held at Devon Bank's Head
Office, state FOUR factors you think contribute to the high absenteeism at the Annual General
Meeting.

( 4 marks)

10. Give FOUR recommendations for improving the attendance at Annual General Meetings.

( 4 mar*s)

Total 50 marks
END OFTEST

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