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MEETINGS, AGENDA & MINUTES

DIAGRAMMATIC REPRESENTATION OF A MEETING


Meeting Notice & Agenda Proceedings

Attendance

Reading of Report

Passing of Report

Procedure

Action Plan

Minutes Resolutions

Notice

Notice is a written intimation of a meeting whicu includes the following information: 1. Name of the Body/Group which is to meet. 2. Day, date and time of the meeting. 3. Place of the meeting, i.e. the address with email, telephone numbers and pincode alongwith details of the specific place like room/hall. 4. Agendas and subagenda items of the meeting, type of business to be carried out at the meeting. 5. Information regarding provision of lunch and payment of travelling allowance. 6. Type of meeting annual general, statutory, extraordinary
Specimen of Notice 1: A meeting of the committee will be held on Friday, 8th March 2009 at 10 A.M. in the committee room at 15, Vikramnagar, Indore, to discuss the budget proposals of 2009-2010. the actual travel cost to outside members will be reimbursed




A notice

is sent to all the members certain number of days in

advance. It should be issued by a competent authority like that of the secretary after getting the necessary permission from the managing committee or the board of directors.

Specimen of Notice 2: Members of the youth welfare club are hereby informed that the Annual General Meeting of the club will be held at Tarabai Hall on 20th July 2009 at 5.00 pm. All members are requested to attend.

Specimen of Notice 3: Notice is hereby given that the 10th Annual General Meeting of the Allied Cement Company will be held on Saturday, 3rd August 2009 at 4.00 p.m. at the Town Hall, Churchgate, Bombay.

AGENDA
1. 2. 3. 4.

Agenda is the list of items to be discussed at the meeting. All agenda items are sent well in advance. Agenda Begins with Approval of Minutes. Some routine Items Payments to be sanctioned, new recruitments, adoption of accounts, annual report etc For statutory meetings, there are specific statutory items which should be put forth and discussed accordingly. Agenda are normally written in the form of nouns.
e.g. Appointment of sub-committee for, Proposal to open , Fund Collection etc

5.

6.

7. Alternatively Agendas may be written with an infinitive verb. E.g. To appoint, To consider proposal
for etc
1. 2.

All points should be written in the same style. The last items on an agenda usually are : Any other matter with the permission of the chair. Date of the next meeting proposed.

SPECIMEN OF AGENDA


To confirm the minutes of the meeting held on 2nd February 2008. To approve the Revised Budget for 2007-2008 and the Budget Estimates for the year 2008-2009. To consider new applications for life membership. To consider the proposals to acquire a new site for the societys building. To review the financial sources working for the Society and its instructions. Any other matter permitted by the chair. Date of the next meeting.

Given below is a sample notification of a Board Meeting.


GUPTA FABRICS INTERNATIONAL GUPTA HOUSE, FRIENDS COLONY, NEW DELHI. 15th March, 2009 NOTIFICATION OF BOARD MEETING A Board meeting will take place in the Board Room of Gupta House on 29th March, 2009 at 10 a.m. It is anticipated that the meeting will continue for at least two days, and Directors coming from out of town centres should inform the Secretary if they require to have hotel accomodation booked for them.

1. 2. 3. 4. 5. 6.

AGENDA Reading of the minutes of the previous meeting. Matters arising. Discussion of Divisional Reports Matters arising Any other matter with the permission of the chair. Date of next meeting.
Prem Gupta Secretary

To Mr. R. K. Kumar, Financial Director Mr. P. K. Kojli, Technical Director Mr. O. P. Nigam, Personnel Director Mr. K. S. Chauhan, Director Yarns and Woven Fabrics Divisions Mr. K. P. Singh, Director, Research and Development Mr. S. K. Deo, Director, ready made Garments Division Mr. T. James, Director, Sales and Marketing Encl: Minutes of Meeting, 1st March, 2006

MINUTES

Essential part of the minutes and which cannot be omitted: omitted:


     

Name and address of the body corporate Nature of the meeting Day and date of the meeting Time and place of the meeting Name of Chairman of the meeting, names of other members present. Names of the persons in attendance. i.e. Secretary, Advocate, Financial Advisor, Auditor and any expert, who are not members of the body, but have been invited to attend the meeting. Resolutions Thanks to the chair

 

RESOLUTION
 

Executive dynamics is imparted to a decision when it is set out as a resolution. It expresses the resolve of the meeting to put into action the decision. Hence it is called as Resolution. Resolutions may be ordinary or special. Ordinary resolutions require majority support in terms of votes Special Resolutions require three-fourth majority. Resolutions are written in simple past tense. A common belief is expressed as : It is believed that . A common knowledge is expressed as : It is known that . Impersonal passive voice construction is used for recording resolutions. Subjunctive mood describes an action as intended or thought of or planned and not as a fact.

       

Drafting Resolutions : According to the Companies Act 1959, the resolutions can be of three kinds : a) Ordinary Resolutions b) Special Resolutions c) Resolutions requiring special notice. The resolution is proposed by one of the members present, seconded by another member and then voted upon after discussion. Wordings of Resolutions

The resolution, proposed by Shri Mehta, seconded by Shri Syed, that Shri Pai be appointed Joint-Treasurer of the association for the year 2009-2010 was carried unanimously. on a motion of Shri Mehta, seconded by Shri Syed, it was resolved that that Shri Pai be and is hereby appointed Joint Treasurer for 2009-10. Shri Mehta moved and Shri Syed seconded a resolution that Shri pai be appointed Joint Treasurer of the association for 2009-10. Resolved that Shri Pai be appointed as Joint-Treasurer of the association for 2009-10.

Objections : Shri Manek objected to the proceedings on the ground that the Secretary had not given seven days clear noticeed according to the rule No Shri Manek handed over a written objection/protest to the chairman. The minutes must be recorded whether the objection raised by the member was sustained or overruled.

Examples of Resolution :
1)

(Appointing office bearer) Resolved that Mr. auditor/secretary/chairman for the year 2009-10.

be

and

is

hereby

appointed

2)

(Accepting report/accounts) resolved that the Annual Report and Income and Expenditure Account of the Association for the year ended 31st March 2010 be and are hereby approved. (Extending activities) Resolved that the Association extend its activities to the suburbs of Bombay, beyond Bandra, and open recreation and welfare centers in at least three places. (Condolence) That the Association expresses deep sorrow at the sudden demise of Mr. XYZ, philanthropist, and places on record appreciation of his long and fruitful association with our body. (Defaulting Members) That all those members who have not paid their subscription for two consecutive years and/or not attended five annual general meetings be removed from the membership of the club/association.

3)

4)

5)

Examples of Resolutions continued . . .

6) (Defer Decision) That as several members had expressed reservations about the new project and as the discussion had remained inconclusive the matter be taken up for further deliberation at the next meeting. 7) (Operating Bank Account) That Mr. X and Mr. Y be and are hereby authorized to operate the bank account of the company/association with the Union Bank of India and the Punjab national Bank. 8) (Contesting claims) Resolved that the secretary be authorized to engage lawyers in order to contest the claim of Messrs Mishra and Sons-against the Society.

9) (Holding next meeting) Resolved that the next meeting of the society/company be held on Saturday, 5th August,2009, at 3 p.m. in the registered office... 10)(Comman seal) Resolved that the seal which has made an impression in the Minute Book be adopted as the common seal of the company; that the seal be kept in a box under lock and key and that one key to the lock be held by the chairman and the other by the secretary and duplicate keys be deposited with the bankers of the company.
11) (Appointing secretary) Resolved that Shri Murlidhar be and is hereby appointed Secretary of the company on a monthly salary of Rs 9,500. The appointment being terminable by either side on two month's notice.

Examples of Resolutions continued . . .

12) (Bankers for share money) Resolved that a current account in the name of the company be opened with the head office of the Central Bank of India and that the bank shall be and is hereby authorised to credit the account with all share application monies and debit the account with all cheques and other orders drawn upon the account when signed on behalf of the company by two directors and countersigned by the secretary. 13) (Appointing distributors) Resolved that Messrs Gehi and Sons be permitted to hold office of joint distributorship for the products of the company in Tamil Nadu and Kerala for a period of four years commencing from 1st August 2009 on the same terms and conditions as were embodied in the agreement dated 6th June 2001. 14) (Reappointing director) Resolved that Mr. Roby Ray who retires by rotation, but being eligible offers himself for re-election, be and is hereby re-elected a Director of the company. 15) (Special resolution) Resolved that the uncalled Equity Capital of the , Company of Rs. 7,00,000 consisting of Rs.5/- shares on 1,40,000 Equity shares of Rs.10/- each, be and are hereby converted into the Reserve Capital of the Company.
16) (Resolution requiring special notice) Resolved that Shri A.H. Merchant be and is hereby appointed as a Director of the Company jeven though he is a Director of Word and Fox Co.Pvt.Ltd., the Managing Agents of the company. 17) (Resolution requiring special notice) Resolved that Messrs Bharucha and Desai be and are hereby appointed Auditors of the Company for the year ending 31st December 2009 in place of the existing auditors Messrs Prabhu and Pai.

EXERCISE: Draft the notice, agenda and minutes minutes of a meeting of Departmental Heads of V. M. Salgaoncar Mining Company.