Committee Documents

Notice, Agenda and Minutes of

a meeting
Notice of a Meeting
A notice is a written or printed
news usually displayed
publicly.
A notice can also be defined as
a format designed to convey the
same information to a number
of different people.
 Notices
Note1: we issue notices to
inform, advertise, instruct and
warn.
Note2: notices are displayed at
public places such as railway
stations, bus stands, hospitals,
schools, colleges, universities,
govt. offices etc.
 Notices
Note 3: The notice should be
circulated to the members and
those who are supposed to
attend the meeting and sent
within reasonable time, generally
two weeks in advance.
 Qualities of a GOOD
Notice
An effective notice:
Should be accurate, clear, concise and
decisive.
Uses correct, unambiguous, appropriate
and polite language.
Has short words and sentences.
Uses an attractive layout
Carries separate paragraph for each
separate idea and numbering of
paragraph for better understanding of the
reader.
 Qualities of a GOOD
Notice

Be reader-friendly – appealing,
convincing and understandable.
Uses paper that is large enough for the
message but not too large for the
notice board.
Is typed in a manner that it could be
read easily from a distance.
 Items in a Notice
A notice for convening a meeting contains
following items.
Name of organization
Place of meeting
Date and time of meeting
Type of meeting (e.g. committee
meeting, annual general meeting etc.)
Purpose of meeting
AGENDA OF A MEETING
 Agenda of a meeting
Agenda is an official list of
things to be done or dealt
with at a particular meeting.
An agenda is a
list/programme of items to be
discussed at a meeting.
 Agenda of a meeting
Note 1: An agenda is generally
prepared by the Secretary of the
organization/committee in
consultation with the
chairperson and distributed to
the members before the
meeting. An agenda is signed by
the Secretary
 Writing Agendas
Make a list of those, who will attend
the meeting.
Make a list of items/subjects to be
discussed in the meeting.
Note the purpose of including a
topic in the agenda. The motive may
be seeking information,
brainstorming, discussion, making
a decision etc.
 Writing Agendas

Don’t include inappropriate

points/items.
Note which people are related to
which topic.
Make a possible list of objectives for
the meeting and review the agenda
according to those objectives.
 Writing Agendas

Arrange the topics in logical

order.
Estimate time for each
topic.
Arrange the items according
to urgency and importance.
 Format for Agenda
1. Heading: the name of the body
holding the meeting, place of the
meeting, date and time of the
meeting
2. Apologies for absence
3. Minutes of previous meeting
4. Matters arising: only minor items
 Format for Agenda
5. Special items: those items on
agenda which have origin in the
following:
a. Minutes of the previous meeting
b. Items received from the members
c. Correspondence
d. Action taken and events from the last
meeting
e. The chairperson and other officers
 Format for Agenda
6. Correspondence: related to
particular item of business
7. Any other business: it’s necessary
to give members a chance to
discuss matters arising after the
agenda was prepared.
8. Date of next meeting: the date
convenient to majority of members
is chosen
CHAIRMAN’S AGENDA
 CHAIRMAN’S AGENDA
This agenda is different from the
agenda that is distributed to
attendees. It contains the same
items as the normal agenda.
However, there is space at the right
of each item in which notes may be
written.
MINUTES OF A MEETING
 Minutes of a Meeting
The official record of discussion held
and decisions taken at a meeting are
called as minutes.
Note: the minutes are generally written
by the secretary of the committee,
who holds the meeting and signed by
both the secretary and the
chairperson.
 Contents of a Minutes
The main points of discussion,
The conclusion reached,
The recommendations made
and
The tasks assigned to individual
members and groups.
 Format of Minutes
1. Name of the organization
2. The date, time and place of meeting
3. The number of meeting if it is in a
series (e.g. fifth meeting of the Board
of Studies)
4. Name of the chairperson of the
meeting
5. Names of the members present, of
those who could not attend and those
who attended by special invitation
 Format of Minutes

6. Minutes of the last meeting; whether

they were read, confirmed and signed.
7. Subjects discussed: summary of
discussion and decisions taken
8. Date of the next meeting
9. Signature of the secretary and the
chairperson.