MEETING AND MEETINGS

DOCUMENTATION

1-Definition of meeting
It’s a coming together of at least 2 persons for a
lawful purpose, for discussion and decision.
2-Features of a valid meeting
 Properly convened: bringing the people
together
 The president or chairman has the
authority (notice or agenda). It’s only the
president or the secretary who can
properly convened the meeting.
 Properly constituted: who attend (authorize)
the meeting?
 Make the attendance list
 Held according to the rules and regulations
governing the meeting
 You must bring your contribution
 Proxy is someone who replaces you
during a meeting.

3- Meetings documentation:
a) Notice
It’s an invitation to duly qualified/authorized
person to attend a meeting. It must be send
2weeks before the meeting by the secretary
or the chairman. It has two parts or sections:
 1st part: venue, time, date, type of
meeting

NOTICE

13th February 2019

Notice is hereby given the 1st Planning

Committee for First year BBA students
celebrations is scheduled for 27th
February 2019 at 4:00pm at Novotel.
To discuss the following:

AGENDA
1-Opening and call to order
2-Roll Call of members
3-Previous minutes
4-Matters arising out of previous
minutes
5-Treasurer’s report

F.V

 2nd part: The agenda lists the items in a

particular order for discussion and the
order is in which they appear.
 Chairman’s agenda
 NOTES
By chairman
By secretary
By secretary
Chairman leads this discussion

 Secretary’s agenda
Quorum: minimum number of person
to be present before you start a
meeting
b) Minutes
A minute is a true and accurate record of the
proceedings of a meeting especially
decisions.
It allows those who weren’t able to attend the
meeting to know what happened there.
It prepares by the secretary.

HOW IS IT PREPARED?
1) Heading