Notice, Agenda and Minutes

Objective: At the end of the session the learner will be able to understand the basic nuances and
requirements of communications required in the business establishments .

In offices and industries records of activities and proceedings are required for the smooth
functioning . One such mode is Notice, Agenda and Minutes

Notice: Mode containing the Information to be passed on to the stakeholders

Agenda: Points to be discussed

Minutes : points discussed and resolutions passed in the meeting.

Intro: In any organisation in the administrative setup various boards , committees and councils
will function to plan, setup, build, operate and maintain smoothly. These admin setups will consist
members in odd numbers ( 5,7,9 , 11 etc., ) to get quorum to pass any resolution.

NOTICE:. A simple document containing the info about the proposed meeting place, venue, time
and date. It is an intimation to the participants to come prepared to discuss and to get approval
for their issues and proposals .

Example:

FORD INDIA LIMITED

23, Grand Southern Trunk Road
MaraiMalai Nagar, Chengal pet – Dist
Tamil nadu - Pin 603203
Pnone: 044 22233344 Mail: Fordcars@ india.org.in
__________________________________________________________________________________
Marai Malai Nagar
27 March 2020
NOTICE

The third meeting of the Board of Management of the company will be held at the
registered office in “ Ruther Ford Hall ” at 45, Harrington Road, Alwarpet , Chennai – 600036, on
Monday 29th April 2020 at 10.00 am. All are informed to attend without fail.

The Agenda is enclosed.

R.E. Elangovan

(The Secretary)

CC:

The Chairman

All the Directors of the Board

AGENDA:

Once the members received the notice, they have to identify the issue, any plan or proposal in their
domain to be discussed in the meeting for a solution or approval for execution. They will collect
the required details to explain and satisfy the other members to convince during the meeting
They have to send to the secretary. This should reach the secretary well in advance to list it in the
meeting Agenda. Because the other members will go through and come prepared to raise doubts
and look for changes or to put forth their opinion on any issue.

Numbering: In sequence running numbers like 1,2,3, 4

AGENDA

The following agenda will be taken up for discussion:

3.1 Review of the minutes of the previous meeting

3.2 . Proposal for the new ancillary Unit - Manager, Establishment

3.3. New recruitments - Manager, HR

3.4 Salary Revision Manager, Finance

3.5 Sales Target Manager, Sales

3.6 Any other Matter ( Table Agenda)

The Person who happens to be the Chief or Head or No 1 by hierarchy in the company or
establishment will be the Chairperson or Convener of the meeting . He will be convening the
meeting and will float the agenda for discussion in the floor or Forum .

MINUTES

FORD INDIA LIMITED

23, Grand Southern Trunk Road
MaraiMalai Nagar, Chengal pet – Dist
Tamil nadu - Pin 603203
Pnone: 044 22233344 Mail: Fordcars@ india.org.in
__________________________________________________________________________________
Marai Malai Nagar
29 April 2020
The meeting of the Board of Management of the company was held at the registered office in “
Ruther Ford Hall ” at 45, Harrington Road, Alwarpet , Chennai – 600036, on Monday 29 th April 2020
at 10.00 am. The meeting was chaired by the Managing Director .

The Following members attended the meeting :

 1. Dr. Mahendra Joshi - Managng Director
2. Mr.N. Rajendra - Manager, Establishment
3. Mr Raghuram - Manager, Finance
4. Mr Bhasher Ahmed - Manager Production
5. Mr Brabhu - Manager, HR
6. Ms Bharathi - Manager, Sales
7. Ms,Revathi - Manager, Maintenance

And a few more may be added

Minutes of the third meeting of the Board of Management held on 29 th April 2020.

Agenda Minutes or the Resolution Responsibility Time

3.1 The minutes of the 2nd meeting held on
Re Review of the 29 th January 2020 were taken for
minutes of the 2 nd discussion. All the works assigned were all -----
meeting completed
3.2 . Proposal for All the members unanimously agreed
the new ancillary for the proposal for the establishment of Manager, March 2021
Unit a new ancillary unit at the cost of 2000 Establishment
crore and the estimated completion.

3.3 Most of the members accepted the Manager - HR June 2020

Recruitments proposal for new recruitments The
meeting decided for freshers .
3.4 It was resolved that a salary hike of 15 Manager – May 2020
Salary revision percent may given from January 2020 Finance
with arrears to all employees of the
company
3.5 The meeting discussed the issues Manager – Sales July 2020
Sales Target related to sales for the last one year and
finally it was resolved to fix the sales
target as 20 percent
3.6 1. The manager maintenance Manager –
Any other matter brought the safety and hygienic Maintenace July 2020
issues for discussion . He was
authorised to proceed further
and report in the next meeting
The management will support
financially.
2. Manager Public relations
announced that the company’s
new model Corona won the -
best car of the year award. All -
appreciated .

(Sd) Signature
Convener
Managing Director