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ABOUT THE SERVICE
Meetings are generally conducted bi-monthly.
They frequently include a luncheon, as this encourages social contact
between members and fosters the mutual respect and confidence so important
between credit people. Regular
attendance and contribution at meetings will provide factual current
information on both existing and proposed new accounts.
The information obtained often provides an important supplement to
limited credit references offered by an applicant for credit.
ABOUT THE MEETINGS
Prior to each meeting, a special form is
sent
to each member on which they are asked to list the names of accounts
on which they wish to obtain credit information or they wish to give credit
information.
The list is returned to Hawleys 10 days or so prior to the meeting.
Several Trade Groups have a permanent list of major accounts that are
discussed at each meeting in order to provide an ongoing industry monitor
and review.
COMPOSITE DISCUSSION
LIST
A composite (alphabetical) listing of the
accounts submitted by members is prepared by Hawleys and mailed to each
member approximately 5 days prior to the meeting date.
Members can see who has listed particular accounts by the identifying code
number which appears alongside each account.
The composite also includes the facility for identifying the
current status of a particular account. ie. legal.
MEMBERS PREPARATION PRIOR TO MEETING
Members are asked to peruse their records and note their discussion list
with appropriate information to pass on at the meeting.
THE MEETING
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Each member is allotted a permanent number for identification.
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The Chairman announces the name of the account from the discussion list and
calls for a report from the member who submitted the name.
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Other members with a comment raise their numbers and wait for the Chair to
nominate them.
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The same procedure is followed for each name on the discussion list.
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On completing the printed discussion list, the
Chairman will invite each member to raise additional names or subjects
relating to topical credit issues for discussion.
RECORDING OF INFORMATION
During the meeting, members may record any
information they view as relevant for use in making informed credit
decisions, however whether or not notes are taken is up to each member.
The Chairman does not record any of the
comments made by the members, he merely notes which members report on each
of the listings.
In this way there can be no fear of information being fed into a data
bank or passed on to external sources.
Confidentiality is absolute.
A list of suggested abbreviations is supplied
for use by members in recording information
in a clear and concise manner.
The completed list, including member's notes, is an important and
informative document.
In addition to identifying matters requiring the members immediate
attention, it also provides a valuable future reference source.
METHOD OF REPORTING
Members are encouraged to give their reports
in a clear, concise manner.
An easy-to-follow routine has been established and new members very
quickly become familiar with the requirements.
Disputes and queries are not discussed unless they are regarded as a
deliberate ruse to avoid payment.
A verbal report usually includes the total and age of overdue accounts.
MEMBERS RESPONSIBILITIES
Members are required to provide a list of
accounts for discussion at the meeting.
If they are unable to attend the meeting, it is desirable for them to
arrange for a suitable replacement to comment on the accounts listed.
The signing of an Attendance/Security Declaration at each meeting reminds
members of the need for discretion, confidentiality and their obligations in
relation to legislative requirements.
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