All invitees should inform the Secretariat of their intention to participate in an AGM in writing at least two weeks in advance. If that invitee is an organisation, it must nominate, in writing, one spokesperson. 5. Conduct of the Meeting 5.1 Chairperson The Chairperson of Forum Councillors must preside as Chairperson at each AGM and shall be responsible for the control of all sessions of the meeting and for ensuring that the Rules of Procedure are adhered to. Any question arising relating to the order of business, procedure or conduct of the meeting must be referred to the Chairperson whose decision is final. If that Chairperson is not present, or not willing to act as Chairperson of the meeting, the full member institutions present must elect a Chairperson of the meeting. 5.2 Agenda The Forum Councillors shall approve the provisional agenda prepared by the Secretariat. This rule above accords with clauses 13.4 and 13.5(a) of the Constitution and Section 249U of the Act. 5.3 Business to be discussed The business of an AGM shall be the consideration of the annual financial report, directors' report and auditor's report, the fixing of the auditor's remuneration and any other item on the Agenda approved by the Forum Councillors. The Forum Councillors must present the following reports to the AGM: • The financial report; • The directors’ report; • The auditors’ report. 4