AGENDAS

VS

MINUTES
What is an Agenda?
⚫ The agenda is an outline/list of the things that should
happen at the meeting
⚫ It is a plan that helps the meeting to run smoothly.
A typical agenda should resemble the following:

⚫ Opening and welcome

⚫ Present and apologies
⚫ Minutes confirmed signed by chairperson
⚫ Matters arising from the minutes
⚫ Correspondences (Inside and outside the organization)
⚫ Treasures report
⚫ Report from committee members
⚫ General business
⚫ Date of next meeting
⚫ Closing
The Title of the agenda consists of:
⚫ Name of the institution/club
⚫ Name of the Meeting
⚫ Location of the Meeting
⚫ Date and time of the meeting
Example
Lion’s Club
Executive Meeting
Computer Lab
Wednesday, 17th ,March, 2020
At
3pm
AGENDA
 Example of an Agenda
#1
Residents Association
Committee Meeting
September 15, 2020 at 7pm
Resource Center
Agenda
⚫ Present, apologies and welcome
⚫ Minutes of the previous meeting
⚫ Matters arising from the minutes
⚫ Correspondence
⚫ Treasurer’s Report
⚫ Any other business
Example #2
⚫ Call to order
⚫ Invocation/ Devotion/ Prayer
⚫ Apologies/Congratulations/Condolences
⚫ Reading and confirmation of Minutes
⚫ Matters Arising from the Minutes
⚫ …….
⚫ …….
⚫ Any Other Business
⚫ ……
⚫ ……
⚫ Adjournment of the Meeting
MINUTES
This is a word that is used to refer to an executive record
of the procedures throughout a formal meeting. So,
minutes are the abstract of the Meeting.
MINUTES
⚫ In an meeting, minutes are considered to be recorded
documentation that is utilized to update both the
attendees and the non- attendees regarding what took
place during the meeting.
⚫ They are usually recorded by a specific individual
while the meeting is taking place.
⚫ The minutes is recorded while the meeting is taking
place in order to ensure that everything being
discussed is accurately recorded.
Four Main Purposes of the Minutes
⚫ Legal protection: They are a legal document that can
be used to back up or refute a claim in a court of law.
⚫ They drive action: The minutes usually map out a
plan by directing how an action is supposed to be
taken not only by who, but also when, where and
why (accountability)
⚫ A formal record of a meeting: The only way to prove
that a meeting actual took place is to provide the
minutes. This is the only legal and formally
recognized evidence that a meeting took place.
Remember, the agenda provides the
information for the minutes
⚫ Call to order
The meeting was called to order by the president, Mrs K.
Fuller at 3pm
⚫ Invocation/ Devotion/ Prayer
Devotion was done by Mr .F. Johnson, the vice president. He
shared with us from St. John 15:3-10. He then asked Ms.
Bailey to offer a word of prayer.
⚫ Apologies/Congratulations/Condolences
Apologies were extended on behalf of:
Mr. Panton and Ms. S. Smith who would be late
Congratulations were extended to Mr G. Brown on completion
of his Masters
⚫ Reading and confirmation of Minutes
There were no corrections to the minutes so it was
confirmed by Mr. D. Gabbidon and seconded by Ms. P.
Dawkins
⚫ Matters Arising from the Minutes
⚫ 1. Cleaning of property ( contracting a company)
⚫ 2. Cost of jerseys
⚫ Any Other Business
⚫ ……
⚫ ……
⚫ Adjournment of the Meeting
The president moved a motion to have the meeting adjourned.
Mrs. T. Taylor motioned to have the meeting adjourned and this
was seconded by Mrs. P. Passley
Attendance
1. Mrs. Kadene Fuller
2. Mr. Fortis Johnson
3. Ms. Janice Bailey
4. Mr. Luke Panton
5. Ms. Stephanie Smith
6. Mr. Gerald Brown
7. Mr. David Gabbidon
8. Ms. Pauline Dawkins
9. Mrs. Tevaughn Taylor
10. Mrs Petrine Passley

Minutes compiled by Mrs Staceyann Pryce

WHAT HAVE YOU LEARNT ABOUT
THE MINUTES?
⚫ Minutes are a brief but complete statement of motion and
resolutions of a meeting.
⚫ It is prepared at the time of the meeting or after the meeting.
⚫ It is read out in the next meeting.
⚫ It is must be approved by the participating members of the meeting.
⚫ It is written in the resolution book.
⚫ It includes complete motion and resolutions of the meeting.
⚫ It is passed by the members of the meeting.
⚫ It is duly signed by the chairperson of the meeting.
⚫ Minutes refers to the official record of the proceedings of a formal
meeting. Minutes are important to remind what happened during a
meeting on a future date if people forget.
⚫ The minutes are a step by step summary of what exactly did happen
in the meeting, what motions were brought for and passed, etc
WHAT HAVE YOU LEARNT ABOUT
AGENDAS?
⚫ Agenda means the topics to be discussed in a meeting.
⚫ It is prepared before holding the meeting.
⚫ It is read out at the beginning of a meeting.
⚫ It does not require to be approved by the member’s concern.
⚫ Generally, it is included in the notice book.
⚫ It includes the points to be discussed.
⚫ It is served by the higher or proper authority of the organization.
⚫ It is signed by the secretary or convener of the meeting with a date.
⚫ Agenda is the schedule of a meeting and tells the sequence of events
during the meeting to let the guests prepare in advance.
⚫ Meeting agenda is generally the outline of what is supposed to
happen in a meeting. The structure and script of what will be
discussed, etc.
 Appendix 1

Question
After reading the scenario below complete the given task.

⚫ As a secretary of a Literacy and Debating Society in your school,

prepare the Agenda and Minutes for the Annual General Meeting of
the club. The meeting is to be held in the school’s auditorium at 3pm
on Friday, 21st of November 2020
⚫ The general business of the meeting will include election of officers,
Treasurer’s Report, Proposal for ventures for the coming term and
increase in membership fees
⚫ Use the above data to:
⚫ prepare the agenda
⚫ write the minutes of the actual meeting
⚫ 30 MARKS