1 MEETING DOCUMENTATION BY DR. RITA SHARMA. 2 DOCUMENTS Notice - before the meeting Agenda – before the meeting Minutes - during the meeting.

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Presentation transcript:

1 MEETING DOCUMENTATION BY DR. RITA SHARMA

2 DOCUMENTS Notice - before the meeting Agenda – before the meeting Minutes - during the meeting

3 NOTICE Day Date Time Place Sent to those who have the right to attend the meeting. Should reach within reasonable time.

4 TRIVENI CEMENT INDUSTRIES LIMITED 22 nd rd. T.P.S3, Bandra(W) Mumbai-50 Ph , fax: July30,2006 NOTICE This is to inform you that the Second Meeting Of the Board of Directors will be held at the Registered office of the company, at 3.30p.m. On Friday, August 10, The agenda is attached. Sd/- Secretary

5 AGENDA Official list of things to be done or dealt with at a meeting Drawn up by the secretary in consultation with the chairman The business is transacted according to the agenda

6 IT CONTAINS: Name of the org./ group & date of circulation Day, date, time and place of the meeting The program of business to be transacted Signature of the secretary Vote of thanks

7 TRIVENI CEMENT INDUSTRIES LIMITED 22 nd rd. T.P.S3, Bandra(W) Mumbai-50 Ph , fax: July30, Confirmation of the minutes of the last meeting Confirmation of the appointment of Directors Appointment of the Managing Director of the company.

Appointment of solicitors 2.05 Accommodation for the branch office at Delhi 2.06 Issue of prospectus 2.07 Date for the next meeting 2.08 Any other matter with the permission of the Chairperson 2.08 Vote of thanks Kamal Narain Secretary

9 MINUTES the official record of discussions held and decisions taken during the meeting written by the secretary serve as an aid to memory a clear, concise, accurate and well organized summary not a verbatim record

10 They contain: name of the organizational unit date, time and place of the meeting number of the meeting name of the chairperson names of members present, absent, specially invited signature of the secretary

11 TYPES OF MINUTES Minutes of narration The secretary reported that all the directors present had accepted the office and signed the agreement. Minutes of resolution Resolved: That Mr. J.K. Singh be appointed the solicitor of the company.

12 TRIVENI CEMENT INDUSTRIES LIMITED August 9,2006 Minutes of the Second Meeting of the Board of Directors held at the Registered Office of the Company [40, Rajendra Prasad Road, Patna] at 3.30 p.m. On Friday, August 9, Present : } Directors Chairperson In attendance : Secretary Solicitor

13 Kamal Narain Secretary p.m. M.N. Parekh Chairperson p.m

14 PRACTICAL HINTS TO WRITE MINUTES summarize, use abbreviations use agenda as framework record the names of speakers. [don’t record in minutes] record the names of those present distinguish between record of decisions and discussions

15 write dates, numbers, amounts, those designated to act note names of proposer, seconder, number of members voting for, against and abstaining give a suitable title to any other matter [if discussed] write dates and figures for references made to letters and reports use simple past tense and impersonal passive voice