Executive Management Meetings

1. Introduction:

This document sets out the procedures for Executive Management Meetings.

2. Purpose:

The purpose of this procedure is to ensure that Management meetings are held regularly and important issues are addressed in a structured manner.

3. References:

AACA Security Program

Occupational Health and Safety Act 2004

WCO – SAFE Framework of Standards

4. Definitions:

4.1. Management: In this context refers to the most senior of management within the organisation and includes CEO, Financial Controller, State Managers and or Directors.

5. Procedure

5.1. All management meetings are to be held quarterly on or before the 15th day of the October, February, April, July to review the previous period unless advised by the CEO in writing

5.2. All management meetings shall:

- Be Minuted.

- Have Action Points

- Have an Agenda

5.3. Agenda’s shall be issued 3 Working Days Prior to scheduled meetings and shall include:

- Location

- Time of meeting

- Date of meeting

- Attendees

- Agenda Items

5.4. Agenda items shall address:

- Managers Accounts Receivable Reports

- Copies of all Credit Applications

- Top Client activity

- Shipment Detail reports

- Customs Performance Report

- Review of  Financial Result and shall include:

- Financials

- Review of Costs to Strategic Plan

- Review of Revenues to Strategic Plan

- Review of New Accounts

- Quality Review and shall include:

- Quality Document

- Internal Audit Results

- Occupational Health and Safety

- Report on incidents, site safety (identifying hazards or risks) staff health and safety. (Using Risk Assessment Matrix and Action Plan)

- Security Risk Management (AACA – Site Security and Cargo Security)

- Reporting on incidents, site security, cargo security, personnel security

- Review appropriate level of Security Risk Management

6. Documentation

Accounts Receivable Procedure

FN12.1 Credit Application

7. Forms

HR9.1 Risk Assessment Form & Action Plan