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A meeting may be defined as any
gathering, assembling of two or more person in
particular place to discuss some lawful business of
common concern and take decisions in the form of
resolutions on the basis of opinion expressed by
members present at the meeting.
To accomplish objective/s.
To exchange & convey information.
To organize & coordinate work.
To solve problem.
To make decision/s
To brainstorm & get new idea/s.
I. Primary decision.
II. Who does what?
III. The agenda.
IV. Pre-meeting preparation.
“Content vs Process”
A. The Content
1. Is there a need for a meeting?
2. Determine what needs to be covered?
3. If there’s nothing to make decisions,
etc. then there’s no need for a meeting
1. Figure out how best to cover those items?
2. Do we need/want to :
- convey information?
- have an open discussion?
- make decisions?
- brainstorm new ideas?
- or have a combination of any the above?
The chairman should start on time to show respect
to those who show up on time.
Welcome the participants and review the agenda.
This provides them an opportunity to understand
the major topics, change them if necessary and
accept the agenda.
The chair should make it clear in the first meeting
that during the meeting the participants can
provide feedback on the process. That way the
meeting process can be improved right away.
Leave a bit of time at the end of each meeting for
all to evaluate the meeting.
The chair should end the meeting on time and a
Any action can be taken and assignments
resulting from the meeting should be renewed.
If there is to be another meeting, the group should
agree on date and time.
The chair should reinforce that the minutes would
be provided as soon as possible.
◦ Correct rules for conducting a successful meeting.
Four goals of Parliamentary Procedure
Extend courtesy to everyone.
Focus on one thing at a time.
Observes the rule of the majority.
Ensures the rights of the minority.
Official Rule Book is Robert’s
Rules of Order.
Written by U.S. Army
general Henry Martyn
Only one topic at a time can be
The person who makes a motion has the
right to discuss it first.
resolution to a controversial issue (e.g.
handling a negative vote)
Requires a formal vote count (e.g. voting on a not
Business must be conducted in a formal and
efficient manner (e.g. main and subcommittee
The purpose of the meeting is to develop creative
solutions or to hold a brainstorming session
The issues being discussed are not contentious
(e.g. future meeting locations)
Agenda is a document that outlines of a
It is usually sent along with the notice of the
Sometimes the agenda is prepared after the
circulation of the notice in order to enable the
members to get included in the agenda any item
that they would like to be discussed in the
The agenda begins with the item “approval of
minutes” because the minutes of the previous
meeting must be approved and signed before
any matter can be taken up by the present
This item may be written in the agenda as
“minutes” or in a greater detail as “Approval of
minutes of previous meeting.”
1. A roadmap leading to destination.
2. To have participants the correct mindset.
3. To keep on track, allocate & save time.
4. To have a clear purpose & focus.
1. Concise & written.
2. Consist list of topics/items.
4. Realistic time frame.
An agenda is usually headed with the date, time .
Location of the meeting.
A series of points outlining the order of the agenda and the complete list
of tasks made up by the secretary and executive members.
Steps on a typical agenda may include:
1. Welcome/open meeting
2. Apologies for absence
3. Approve minutes of the previous meeting
4. Matters arising from the previous meeting
5. A list of specific points to be discussed — this section is where the
bulk of the discussion as well as decisions in the meeting usually
6. Any other business (AOB) — allowing a participant to raise another
point for discussion.
7. Arrange/announce details of next meeting
8. Close meeting
Minutes are the official record of the proceedings of a
All organizations, whether commercial or social, attach
great importance to maintaining a proper record of the
business transacted at their various meetings.
Once minutes are approved and signed, even a court of
law accepts them as evidence of the proceedings.
The main object of writing minutes is to
record, concisely and accurately the essential work done
at a meeting.
It contain a record of the business transacted and
decisions taken at a meeting. They serve as a
permanent record for future reference.
It can be produced as evidence of the proceedings
in a Court of Law.
Minutes help in the efficient conduct of business.
Minutes serve as a reminder of the actions to be
taken to implement the decisions arrived at a
Minutes of resolutions
Only the main conclusions that are reached at the
meeting are recorded , not a note of the discussions
that took place. It always begin with the words
“Resolved that” followed by the exact resolution .
It is the usual form of writing minutes.
Minutes of narration
In this type of minutes the resolution passed at the
meeting are recorded . In addition a brief account of
the business discussed and transacted and the voting
pattern are also recorded.
Names of those present at the meeting.
Signing of minutes of the previous
Recording of leave of absence.
Taking note of reports, plans and financial
The number and kind of meeting.
Date , time and place of the meeting.
The name of the company.
Names of the person in
chair, directors, secretary and persons in
Reading and confirmation of the minutes of the
last meeting and their signing by the Chairman
together with any matters arising from the
Brief subject heading of each minute with resolutions
Financial statements and reports presented and
approved in the meeting.
In the case of special resolution , the number of votes for
Instructions given by the meeting to the secretary or
Chairman’s signature and date of verification of minutes
Drafting of minutes is largely a matter of
skill, judgment and practice. The writer of minutes
needs to understand the situation , listen attentively
and take notes during the discussion.
Some hints for writing minutes are given below;
1. Minutes of each meeting should have a heading
containing the type of meeting.
2.The date , time and place at which the meeting
was held should be mentioned.
3.In the case of the general meeting and board
meetings it is usual to state the number of the
4.The minutes should contain the names of all
those who are present and the capacity in
which they were present.
5.Each item in the minutes is numbered and given
a brief heading.
10. The language of the minutes should be simple
and precise .
11. Ensure that each item discussed in the meeting
has been recorded.
12. Use a separate paragraph for each item.
A resolution may be defined as the formal
decisions of a meeting on any proposal before it.
Company decisions are made by passing
resolutions. Resolutions are passed both by the
company's members and by its directors. In either
case, resolutions may be passed at meetings or by
These are the two types of resolutions taking
place in a company meeting.
There are now just two types of resolution:
ordinary resolutions (passed by a simple
special resolutions (passed by a 75% majority).
(1)An ordinary resolution of the members (or of a class of
members) of a company means a resolution that is passed
by a simple majority.
(2) A resolution passed at a meeting on a show of hands
is passed by a simple majority if it is passed by a simple
(3) A written resolution is passed by a simple majority if it
is passed by members representing a simple majority of
the total voting rights of eligible members.
(1) A special resolution of the members (or of a class of
members) of a company means a resolution passed by a
majority of not less than 75%.
(2) A written resolution is passed by a majority of not less
than 75% if it is passed by members representing not less
than 75% of the total voting rights of eligible members.
(3) A resolution passed at a meeting on a show of hands is
passed by a majority of not less than 75% if it is passed by
not less than 75%.
board meetings there are no different types of
resolution (unless, very exceptionally, the
company's articles specify to the contrary). All
resolutions are passed by a simple majority.
There are no statutory provisions so any rules
must be found in the company's articles.