Minutes and Agenda
Storyboard Text
- Today we will be doing a presentation on Minutes and Agenda.
- MinutesMinutes is an official written statement of the motions and resolutions taken in a meeting. It is brief but a complete record of all discussions held among the members of the meeting. It is also defined as the official record of the proceeding of a meeting that should be needed to be approved by the participating members of the meeting..
- 2. Forms of Minutes (a) Minutes of narration These minutes will be a concise summary of all discussions which took place, reports received, actions to be taken and decisions made. It includes:· Names of the participating members.· Name of the proposer and supporter.· Discussion summary.Resolutions.
- (b) Minutes of resolution: Minutes of resolution means the written statement of the decisions that have been taken and approved by the participating members of the meeting. Only the main conclusions which are reached at the meeting are recorded in minutes of resolution. These are usually used for minutes of AGMs and other statutory meetings.(c) Action minutes are also called decision-only minutes. They include only the decisions made and none of the discussions that went into making them.
- In other words, they capture only the conclusion of discussions and the actions that need to be taken. Action minutes provide a broad overview of the decisions made in a meeting. They are often required at:Board meetingsHearing meetingsCouncil meetings Discussion minutes, or anecdotal minutes, record t he gist of the discussion that went into making the final decision on an issue. If you've taken verbatim minutes, it means you have written a word-for-word transcript of what was said in meeting sand by whom.
- 3. Parts of Minutes 1. Name and address of the organization2. Name of the meeting3. Date, time and venue of the meeting4. Name of the chairperson5. Name and signature of the participating members6. Serial number.
- 12. Proper data11. Divisions10. Easy and understandable language9. Number of regret letters8. Name of the prosper and supplier of resolutions7. Following of the rules and structure of minutes13. Signature of the president.
- 4. How to take business Minutes The person writing the minutes should have the capability of doing so in real-time as the meeting progresses so that the finished product is in near-final form by meeting's end.Minutes should concentrate on results and goal-oriented actions.
- Good minutes are brief and to the point. They are not verbatim accounts, but rather concise, coherent summaries. Summaries should include points of agreement and disagreement but don't require every last detail.Minutes can be used as source material for a report or memo, however, they should be written for the purpose of recapitulating events for those who attended a meeting, rather than for those who did not.Minutes should be completed and distributed promptly after a meeting (rule of thumb is within a day or two).
- Do's and Don't when taking minutes
- In every organization, there are rules and regulations. Each organization sets its rules and regulations to suit the company, and anyone who wants to work in such an organization must adhere to the rules. In the same way, rules and regulations govern every meeting, and most of these regulations lie in the minutes of the meeting. Therefore, effective meeting minutes taking is the one that follows these rules.For meeting minutes to be accurate, some Dos and Don’ts must be put into higher consideration while taking the minute.
- The Dos of Meeting Minutes Taking: Record the date, time, location and type of meeting.Use the agenda as a guide. The agenda will show you what needs to be discussed and decided.List the names of the attendees and the persons who were absent.Record the number of votes.
- Be concise. It’s not necessary to record everything that is said. Just record specific motions and votes, and decisions.Write the minutes as soon as possible after a meeting when everything is still fresh in your mind in order to avoid misrepresentation of facts. Record what is discussed and decided without giving a judgment.
- The Don’ts of Meeting Minutes Taking: Including every detail from the meeting in the minutes.Do not hesitate to ask for clarification when points made are ambiguous or not well heard/understood.Do not fabricate or substitute names for nicknames. Ask the name of the contributor, if not known.Avoid expressing a form of personal judgment on any point made by anyone.Do not destroy your draft until the detailed minute is accepted and approved.
- AGENDA
- An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be acted uponIt may, but is not required to, include specific times for one or more activities. An agenda may also be called a docket, schedule, or calendar. It may also contain a listing of an order of business.
- Purpose of the agendaNotice of meeting- The agenda serves as a notice of meeting if it is sent out to meeting participants in advance.List of items/topics - The agenda is a list of topics that will be discussed. The agenda enables participants to prepare in advance for the topics so that they can make a more valuable contribution.
- 3.Prioritize meeting discussion - Topics that are of greatest importance should be placed first on the agenda. In this way the agenda prioritize meeting discussion time.4.Briefs meeting participants - If the agenda includes items with which are unfamiliar to the meeting’s participants, the agenda item should be followed by some brief information as to what the item is about.
- Limits Discussion - The agenda helps the meeting chairperson to make best use of the time available. The agenda may have an amount of time stated for each item. Otherwise some topics may receive too much time and others too little.
- In parliamentary procedure, an order of business, as the name may suggest, is the sequence of items that is to be taken up during a meeting. This sequence may be a standard order of business or a sequence listed on an agenda that the assembly has agreed to follow.
- Standard Order of BusinessRobert's Rules of Order Newly Revised (RONR) has the following standard order of business: Reading and approval of minutesReports of officers, boards and standing committeesReports of special committeesSpecial ordersUnfinished business and general ordersNew business
- Decisions to MakeAfter determining your overall goal, you or your team need to make certain decisions. In addition to the purpose or goal of the meeting, also include with your agenda:A date, time, and location for the meetingParticipants needed in the meetingItems for discussionThe amount of time that you anticipate the group will need to discuss each item
- Pre-work for the meeting. This will include any reading, documentation, data, meeting minutes from a prior meeting, or any other preparation that will make your actual meeting successful. Relevant documents should be attached to the meeting notice and agenda when you distribute them to invited participants.
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