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:26495910 E-mail. [email protected]
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
meeting
and place of the
• The program of business to be
transacted
• Signature of the secretary
• Vote of thanks
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TRIVENI CEMENT
INDUSTRIES
LIMITED
nd
22
rd. T.P.S3, Bandra(W)
Mumbai-50
Ph.26495999, fax:26495910 E-mail. [email protected]
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
of the Chairperson
permission
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.
Present :
Chairperson
}Directors
In attendance :
Secretary
Solicitor
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2.01
2.02
2.03
Kamal Narain
Secretary
25.7.06
6.30 p.m.
M.N. Parekh
Chairperson
25.7.06
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6.30 p.m.
PRACTICAL HINTS TO WRITE
MINUTES
•
summarize, use abbreviations
•
use agenda as framework
•
record the names of speakers. [don’t 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
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