Notice, Agenda & Minutes - The Fundamentals

The presentation talks about the fundamentals of writing an agenda, notice and meetings formally in many occasions

1. A Session on Notice, Agenda & Minutes

2. The statement that contains the particulars of holding a meeting is known as notice. A notice is a formal means of communication. It is one kind of request to the members for attending the meeting. The date, time, place and agenda are informed through the notice. 2 Notice

3. Whenever an organisation convenes a meeting such as Governing Body , Executive Committee , Finance Committee or any other official meeting, notice should be issued or circulated well in advance to the members concerned to come prepared for the meeting. 3 Notice

4. Use the organization letter head Clearly state the date, time and venue of the meeting Specify the reason ( agenda) for the meeting Mention the name and designation of the issuing authority Mention the authorities to whom the copies are sent as Cc at the right/left bottom of the page 4 Drafting a Notice

5. Notice Notice is hereby given that the second meeting of the Board of Directors will be held at the registered office of the company at 3.30 p.m . on Friday April 13, 2018 . ………………… A.F.M. Hasan Secretary Cc: The Chairman Members of Board of Directors A notice (without agenda) Confidence Cement Limited 32, Motijheel C/A Dhaka-1000 April 6, 2018

6. Notice Date: 20.08.2009 The students of BA ( Hons .) in English, B.Sc.( Hons .) in Economics, B.Sc. in CSIT and other undergraduate programs are requested to take clearance from the Account Section for payment of their tuition and other fees up toSummer,2009 on any working day from 26.08.2017 to 07.09.2017 and deposit the fees into the Bank just after getting clearance. Otherwise, they will not be issued Admit Cards for the Semester Final Examination,2017. ……………………….. Prof. Azmot Hosain Controller of the Examination Copies Distribution Deputy Director of Accounts Asst. Registrar (P.O. to VC) All Faculties in Charge All classes of the undergraduate programs Office copy

7. Agenda comes from the Latin word agendum (singular) which means ‘a thing to be done.’  Agenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along with the notice of the meeting. Basically agenda is a statement of business or assignment to be discussed in the meeting on which minutes and decisions are taken thereafter. 7 Agenda

8. Agenda should be specific and clear to all authorized person. It is the route map of the meeting. The agenda may be a part of the notice or may be attached as an annexure. The convenor/secretary prepares it in consultation with the chairperson and gets his approval. The items of agenda should cover all that is necessary to be considered at that time. 8 Agenda (Cont.)

9. The items may be set up from: (a) Previous minutes (b) Suggestions received (c) Actions and events since last meeting (d) Correspondence of the organisation The agenda contains routine items as well as special ones.

10. Numbering in Agenda Two types 1, 2, 3 … b. 2.1, 2.2, 2.3 … Type a – Serial Numbering Type b – Begins with the serial number of the meeting as the first digit and the number following the decimal to indicate the meeting number

11. The First Point is always ‘Review of the previous meeting’ if any What has been discussed in the previous meeting and the status of the completed and pending work The other Points pertain to the discussion of various issues, in the order of priority The last point is ‘Any other matter’ Any other issue which has arisen after the notification or which any member brings up during the meeting 11 Agenda -- Format

12. Notice Notice is hereby given that the second meeting of the Board of Directors will be held at the registered office of the company at 3.30 p.m . on Friday April 13, 2018 . The agenda is attached. Agenda: 2.1 Review of the previous meeting † 2.2 Proposal to start a new unit † 2.3 Salary revision † 2.4 Conduct of the General Body Meeting † 2.5 Any other matter ………………… A.F.M. Hasan Secretary Notice with Agenda Confidence Cement Limited 32, Motijheel C/A Dhaka-1000 April 6, 2018

13. Agenda for the Second meeting of the Board of Directors to be held at 3.30 p.m . on Friday April 13, 2018 at 32, Motijheel C/A, Dhaka 2.1 Review of the previous meeting † 2.2 Proposal to start a new unit † 2.3 Salary revision † 2.4 Conduct of the General Body Meeting † 2.5 Any other matter ………………… A.F.M. Hasan Secretary Confidence Cement Limited Dhaka-1000 April 6, 2018

14. Minutes is a note of summary covering points to be remembered. a chronological written statement of resolutions taken in meeting the elaborate discussion of the agenda a list of motions and resolutions adopted after detailed discussion of persons attended in the meeting, preserved it for decision making and policy implementation. 14 Minutes of the Meeting

15. It is to be mentioned that the minutes requires to be approved by the participating members of the meeting. The minutes must be concluded by the signatures of the Chairman, secretary, and other authorized person of the meeting. Even if there are emotional moments in a meet, the minutes are written in an unemotional manner, are cool, factual, impersonal, and impartial. 15 Minutes of the Meeting

16. Checklist Letterhead Date to the right margin Introductory sentence – Nature of meeting, date, venue and time List of members who attended the meeting Content in past tense, reported speech Concluding sentence – Note of Thanks and concluding time Signature and designation of the convener 16 Format

17. Report of the meeting conducted Elaborates on the discussions held and the decisions taken on the points in Agenda Lists the names of persons who are assigned with specific responsibilities 17 Format

18. MINUTES OF THE MEETING Confidence Cement Limited 32, Motijheel C/A Dhaka-1000 Minutes of the Board of Directors’ Meeting held on 12 July 2017 at 5.00 p.m. in the company’s conference hall. The meeting chaired by Mr. G. Bhasha Managing Director Narmadha Rubber Industries commenced at 5.00 p.m. The following members were present. Mr.G.Bhasha Managing Director Mr. K.Guptha Director, Planning and Development Mr.N . Naresh Director Finance Mr. G.Gogul Krishnan Director Marketing and sales Mr.R . Rajevan Director Purchase Mrs.s.Helen Director Human Resource Mrs Pamella Manager Office

19. Agenda 2.1 Review of the Minutes of the previous meeting † The Managing Director discussed in detail about the content of the previous meeting held on 12 march 2017 and all members showed their satisfaction and appreciated the efforts taken by the concerned people who have completed all the assigned works.

20. Agenda 2.2 Setting up a new Unit All the members agreed to the proposal submitted by the Director to setting up a new unit in Kerala considering the congenial atmosphere, and the particular work was assigned to the Director, Planning and Development and he was requested to submit the project proposal before August 2009.

21. Agenda 2.3 Salary Revision The Human Resource Director submitted the proposal for enhancing the salary of all employees from August 09 by 25% of the previous salary. All members welcomed the suggestion quoting the profit of the company.

22. 2.4 Conduct of a General Body Meeting The office manager informed the members that the last General Body Meeting was conducted five years back in September 2004, hence it would be appropriate to conduct the next meeting by October 2009. All the members agreed and instructions were given to the manager to send the invitation to all members.

23. 2.5. Any other matter The Managing Director informed all the members about the market conditions and asked them to be careful in their business dealings. The Director, Purchase emphasized that the procurement of raw materials is becoming more and more difficult. The members advised that the company should also look for new suppliers from other countries. With this the Director thanked all members and the meeting came to an end at 7.00 p.m. Director

24. Definition: Agenda: is an official list of things to be done or dealt with at particular meetings. Minutes: The official records of discussions held and decisions taken at a meeting are called minutes. 2. Preparation: Agenda: drawn up by the secretary in consultation with the Chairman. Minutes: are generally written by the secretary of the organizational unit. 24 Difference between Agenda and Minutes

25. 3. Purpose: Agenda: Gives the members an idea about the topics to be discussed. Minutes: Preservation of the resolution of the meeting for future reference. 4. Authority: Agenda: Top level management gets and things over the agenda. Minutes: All members at the meeting discuss and take decisions 25 Difference between Agenda and Minutes

26. 5. Read out Agenda: At the beginning of the meeting it is read out. Minutes: At the next meeting it is read out. 6. Approval Agenda: It need not requires to be approved earlier. Minutes: It needs to be approved by the members at the next meetings. 7. Where Written Agenda: It is generally written in the notice board. Minutes: It is written in the company's minutes book. 26 Difference between Agenda and Minutes