AGENDA&

MINUTES OF MEETING

byM.MUTHUKUMAR

AGENDA• An agenda is a list of meeting activities in the

order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be considered. It may include specific times for one or more activities. An agenda may also be called a docket.

AGENDA• Middle portion of the document• Containing of type,place,date&time of

meeting• Containing lists of topics to be discussed at the

meeting in order

How to create effective agendaInvite the peopleGive them clear cut of when and whereMake it clear whether they attendCollect the info from the participants about

the time & topic

Schedule the meeting, here agenda playsGet it confirmed with the participantsDifficult task is execution of it

THE AGENDA

communicates important information such as: 1. topics for discussion

2. presenter or discussion leader for each topic3. time allotment for each topic

provides an outline for the meeting (how long to spend on which topics)can be used as a checklist to ensure that all information is coveredlets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions.

provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda)

Step By Step

Minutes of meeting

• Minutes, also known as protocols, are the instant written record of a meeting or hearing. They typically describe the events of the meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.

• created during the meeting by a typist or court recorder.

• In organisation,recorded by secretary or minute clerk.

Know what to Record• Name of Company, Description of Meeting, Place, Date and Time of

meeting• Those present• Any apologies received from Committee members.• Welcome - if the Chairman/President opens the meeting with a welcome

message.• Adoption of Minutes of Previous meeting• Business Arising from the Minutes• Adoption of Inward/Outward Correspondence• Adoption of Financial Statements and Accounts for Payment• Agenda Items listed in your agenda• General Business• Noted Correspondence• Date, time and venue of next meeting• Time the meeting concluded • Company Name, Description, Location, Date and Time of meeting

Sample Minutes Template MINUTES of [Organization name] Meeting date: ________ • Call to order: A ______________ [kind of meeting] meeting of the _________________ [organization name], was

held in ____________ [place, city, state] on __________ [date], 20__. The meeting convened at ______ [time], President __________________ [name] presiding, and ______________________ [name], secretary. [Some small organizations choose to list attendees. This works well for boards of directors.]Members in attendance: [optional item]Members not in attendance: [optional item]Approval of minutes: Motion was made by [name], and seconded to approve the minutes of the ______________ [date] meeting. Motion carried.Officers' reports: President Vice president Secretary TreasurerBoard and committee reports:Unfinished business:[Subject title] Motion: Moved by [name] that [state motion]. Motion carried. Motion failed. [leave only one of these]New business:[Subject title]Motion: Moved by [name] that [state motion]. Motion carried. Motion failed. [leave only one of these]Announcements:Adjournment: The meeting was adjourned at ______________[time]. ________________________________ ___________________Secretary Date of approval[Organization Name]

• ABC• MINUTES• Board of Directors• Meeting Date:

Date of Approval _________________ • Call to Order: A regular meeting of the Board of Directors, ABC, was held in [place, city, state] on [date], 200. The meeting

convened at :00 A.M. on the first day, Chairman _______ presiding, ___________, Secretary. Members of the Board in attendance were [names]. Members not in attendance were [names].

• Approval of Minutes: Minutes of the ______________________ meeting of the ABC Board of Directors were approved as printed and distributed to the members of the board.

• Officers Reports: Other reports : [committee reports belong here]

• • Unfinished Business: • Section title• Motion: Moved by [name] and seconded that [state motion].

Motion carried. Motion failed.• New Business:

Section title

• Motion: Moved by [name] and seconded that [state motion]. Motion carried. Motion failed.

• Announcements:• • Adjournment: [Date] and the [place, city, state], were fixed as the time and place of the next regular meeting and the

[date] meeting was adjourned at [time].• __________________________ ____________________

Secretary Date of Approval

THANK YOU…