MEETING DOCUMENTATION

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MEETING DOCUMENTATION
BY
DR. RITA SHARMA
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DOCUMENTS

• Notice - before the meeting

• Agenda before the meeting

• Minutes - during the meeting

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NOTICE

• Sent to those who have the right to
  attend the meeting.
• Should reach within reasonable time.

• Day
• Date
• Time
• Place

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TRIVENI CEMENT INDUSTRIES LIMITED
22nd rd. T.P.S3, Bandra(W)
Mumbai-50
Ph.26495999, fax[phone] E-mail.
tci_at_hotmail.com
July30,2006
NOTICE
This is to inform you that the Second
Meeting Of the Board of Directors will be
held at the Registered office of the
company, at 3.30p.m. On Friday, August 10,
2004. The agenda is attached.
Sd/- Secretary
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AGENDA

• Official list of things to be done or
  dealt with at a meeting

• Drawn up by the secretary in consultation
  with the chairman

• The business is transacted according to
  the agenda

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IT CONTAINS

• Name of the org./ group date of
  circulation

• Day, date, time and place of the meeting

• The program of business to be transacted

• Signature of the secretary

• Vote of thanks

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TRIVENI CEMENT INDUSTRIES LIMITED
22nd rd. T.P.S3, Bandra(W)
Mumbai-50
Ph.26495999, fax[phone] E-mail.
tci_at_hotmail.com
July30,2006
2.01 Confirmation of the minutes of the
last meeting.
2.02 Confirmation of the appointment of
Directors.
2.03 Appointment of the Managing Director of
the company.
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2.04 Appointment of solicitors
2.05 Accommodation for the branch office at
Delhi
2.06 Issue of prospectus
2.07 Date for the next meeting
2.08 Any other matter with the permission
of the Chairperson
2.08 Vote of thanks
Kamal Narain Secretary
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MINUTES

• the official record of discussions held
  and decisions taken during the meeting

• written by the secretary

• serve as an aid to memory

• a clear, concise, accurate and well
  organized summary

• not a verbatim record

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They contain

• name of the organizational unit

• date, time and place of the meeting

• number of the meeting

• name of the chairperson

• names of members present, absent, specially
  invited

• signature of the secretary

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TYPES OF MINUTES

• Minutes of narration
• The secretary reported that all the
  directors present had accepted the office
  and signed the agreement.

• Minutes of resolution
• Resolved That Mr. J.K. Singh be appointed
  the solicitor of the company.

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TRIVENI CEMENT INDUSTRIES LIMITED
August 9,2006
Minutes of the Second Meeting of the Board
of Directors held at the Registered
Office of the Company 40, Rajendra
Prasad Road, Patna at 3.30 p.m. On Friday,
August 9, 2006.
Directors
Present
Chairperson
In attendance
Secretary Solicitor
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2.01
2.02
2.03
M.N. Parekh Chairperson 25.7.06 6.30 p.m.
Kamal Narain Secretary 25.7.06 6.30 p.m.
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PRACTICAL HINTS TO WRITE MINUTES

• summarize, use abbreviations

• use agenda as framework

• record the names of speakers. dont record
  in minutes

• record the names of those present

• distinguish between record of decisions and
  discussions

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• write dates, numbers, amounts, those
  designated to act

• note names of proposer, seconder, number of
  members voting for, against and abstaining

• give a suitable title to any other matter
  if discussed

• write dates and figures for references
  made to letters and reports

• use simple past tense and impersonal
  passive voice