Minutes of meeting writing

Minutes are records of proceeding of a meeting. The secretary of the group that is meeting usually
writes. If the secretary is not present at the meeting, another person should be appointed to act in the
capacity is known as INTERMIS SECRETARY.

The format

a) The heading

Minutes must have the following items:

• Name of the group that is meeting

• The venue(place of the meeting)

• The date the meeting is taking place

• The meeting begins.

This must read as: MINUTES OF MEETING ---- (group) MEETING HELD IN THE --- (venue) ON—(date) AT--
-- (time)

Example: MINUTES OF MEETING SIMAD UNIVERSITY MEETING HELD IN MEETING ROOM ON 12TH
OCTOBER 2023 AT 11:30 A.M

b) Record of attendance
The secretary records the names of members in three or four categories.
• Present: these are members physical present at the meeting.
• Apologies: these are members absent but have sent apologies.
• Absent: under this, we record names of those who absent and have not sent apologies.
• In attendance: these are people who attend the meeting but are not members of the meeting
group and sometimes referred to as ex-officials members.

C) The agenda

This is a list of the items or issue to be discussed in the meeting. The agenda is usually sent before the
meeting to the members. All issues discussed in the meeting are noted down and membered
accordingly. They are numbered as follows:

Preliminary

All minutes begin with a preliminary in which the opening remarks of the meeting are indicated. This
includes a welcoming note or a prayer.
Confirmation of minutes of the previous meeting

Minutes of the previous meeting are read and confirmed. Confirmation is simply indicating whether the
minutes are read are true of what was discussed in the previous meeting. For this to be complete, one
person proposes the minutes to be a true record and another person seconds that proposal. However, if
the group is the first time, there are normally no minutes to confirm.

Any other business (A.O.B

This includes any issues which were not in the original agenda. Members in the meeting raise these after
all other issues are exhausted.

Adjournment

This is the point at which the meeting comes to a conclusive end. The meeting is adjourned when all the
agenda including A.O.B are exhausted. Meeting are normally adjourned with some closing remarks and
mostly likely, a prayer. The date for the next meeting may be given here.

Sample

MINUTES OF MEETING SIMAD UNIVERSITY MEETING HELD IN MEETING ROOM ON 12TH OCTOBER
2023 AT 11:30 A.M.

Member present

1. Ali Abdullahi Yusuf

2. Osman Hussein Abdi

3. Sahro Farah Omar

Absent with apologies

1. Asho Abdikadir Hassan

2. Mustaf mahemd Hussein

Absent without apologies

1. Zakiyo ali Ahmed

In attendance

1. Zakaria nuur abdi

A. Preliminary

The meeting started with formal introduction at 11:40 a.m. A prayer was then said by Osman Hussein.
The chairman thanked the members for arring early and formally welcomed the two new members who
join the staff member of the university.

B. Confirmation of the previous meeting.

The minutes of the previous meeting were read by Sahro Farah and proposed to be a true record of the
previous meeting by Ali Abdullahi. She was seconded by Osman Hussein.

C. Election of officials.

The members needed to choose office holders. After discussions, it was agreed that there would be four
posts to fill. The following members were elected.

Osman Hussein Abdi------------------------chairperson

Ali Abdullahi Yusuf---------------------secretary/editor

Asho Abdikadir Hassan-----------------assistant editor

Sahro Farah Omar-------------------------treasurer

Members agreed that it was prudent to have the secretary double up as the editor.

D. Planning for term.

There was a general consensus that there was need to recruit more members into university as this
would make more resourcefully. After consultations, the following activities were shorted-listed for the
university calendar.

-consultations with lectures of the university

-planning and writing of articles

-hosting a writing symposium

It was agreed that officials would meet later and prepare detailed programme for the term.

E. Any other business

The idea of holding an inter-university discussion was mooted and accepted. It was agreed this would be
done after the magazine was prepared and three faculties would be invited.
 F. Adjournment

There being no other business, the meeting adjourned at 2:00 p.m. the next meeting will be held on the
25th January, 2024 at 3:00 p.m. in the meeting room.

Secretary: ------------ ---------

Sign Date

Chairperson: ---------- ------------

Sign Date

Activity 3.

You are the secretary of a famous bank institution. You were requested to write the minutes of a
meeting you held recently in meeting room. Three member present. One member sent his apologies
while two were absent. A prominent personality was in attendance. The agenda of that day was:

a) Reading and confirmation of minutes

b) Financial report for the year 2023

c) Drawing the programme for the year 2024

d) A.O.B

Write down the minutes of the meeting.