NOTICE

In order to call a meeting or to inform certain people about any particular event/program, a
notice is circulated to all individual members of the organization. A formal notice contains the
following points:
 The name and address of the organization/committee/club
 The date on which it is issued
 The day/date and time of the meeting
 The venue of the meeting
 The agenda to be discussed (optional)
Question:
Inventing necessary details, write a notice with four points agenda for the upcoming third
meeting of your organization.

Thapathali Engineering College

Thapathali, Kathmandu
Phone no:…………….
Date: 5th September 2020

NOTICE
It is to inform all the faculty members of the college to attend the third regular meeting to be held
on September 10, at 10 am sharp at The Hotel Annuparna, Darwarmarg to discuss and decide on
the following agenda:
3.01 Minutes of previous meeting
3.02 Online classes
3.03 Purchase of computers and CCTVs
3.04 Appointment of teachers
3.05 Internal exam
3.06 Schedule of the next meeting
……………………
XYZ Adhikari
Secretary
MINUTES
Minutes are the official records of discussions held and discussions made in the meeting.
Minutes include the following information:
 Name and address of the organization/committee/club
 Time, date and place of meeting
 The chairmanship of the meeting
 List of people attending the meeting
 List of absent members of the group
 For each item in the agenda, a record of the principal points discussed and decisions
taken
 Time, date and place of next meeting
Question:
Suppose you are the secretary of any organization and the third meeting of your organization has
been held recently. Write minutes of the meeting inventing at least four most relevant agenda.

Thapathali Engineering College

Thapathali, Kathmandu
Phone no.:……

MINUTES
The third regular meeting of the faculty members of Thapathali Engineering College was held on
September 10, from 10 am to 2 pm at The Hotel Annapurna, Darwarmarg under the
chairmanship of Dr. XYZ Shrestha. The meeting discussed and decided on the following agenda.
Present Members:
Name Post Signature
Dr. XYZ Shrestha Chief
Mr. Hari Khadka Lecturer
Mr. Tank Bhattrai Lecturer
Mrs. Sita Gurung Lecturer
Mr. Ram Khatiwada Lecturer
Mis. Bimala Limbu Lecturer
Mr. Rahul Bhatta Lecturer
Absentees
Name Post
Mr. Sagun Kafle Lecturer
Mr. Rohit Maharjan Lecturer

The Decisions made:

3.01 Confirmation on the minutes of previous meeting
The minutes of the second regular meeting was approved without further discussion.
3.02 Effectiveness of the online classes
All the faculty members put their views regarding online classes. Constructive
suggestions from the faculty members were collected to make them more effective.
3.03 Purchase of computers and CCTVs
The faculty members decided to purchase fifty computers and ten CCTVs as the college
do not have enough computers and the CCTVs installed in some classrooms do not work.
3.04 Appointment of teachers
As some teachers are out of the valley and unable to take online classes, the meeting
decided to hire required number of teachers on a contract basis to take respective classes.
3.05 Conducting internal exam
The meeting scheduled the date for internal examination from 22 th to 28th September. It
was also decided that the exam will be conducted through online.
3.06 Schedule of the next meeting
The date for the next meeting was scheduled to be held on 9th October.
As there was no need for further discussion on the topics, the meeting ended with vote of thanks.

……………… ………………
Secretary Chairperson