NOTES ON MEETINGS PART II

Chairman’s Agenda (It follows the

same basic format as the notice and
agenda
 PARTS OF THE CHAIRMAN’S AGENDA

• The Chairman’s Agenda is for the Chairman’s

use only
• It contains extra notes in addition to the
agenda headings
• The notes are added for the Chairman to use
to help him conduct the meeting
PARRTS OF THE CHAIRMAN’S AGENDA CONT’

• The right hand side of the Chairman’s Agenda

is left blank, for the Chairman to make notes
during the meeting
• Only the heading ‘Notes’ and the number of
each agenda item should be shown
• The notes may help when the secretary is
preparing the minutes
PARTS OF THE CHAIRMAN’S AGENDA CONT’

The notes include:

• The name/title of the person to be called
upon to present an item
• A brief explanation of what is to be discussed
• Points which the Chairman wishes to bring to
the attention of the meeting
PARTS OF THE CHAIRMAN’S AGENDA CONT’

• When another member is to present an item,

it is usual to begin with his/her name and title
if appropriate followed by ‘to’ (present,
furnish…)
• When the chairman is to present an item
personally, it is usual to begin with the verb
which indicates what he will do
PARTS OF THE CHAIRMAN’S AGENDA CONT’

• The item on minutes of ‘previous meeting’ the

chairman must obtain the approval of the
members before signing the minutes as a
correct record

• No notes can be included under ‘Any Other

Business’ because it will not be known if any
member has any items to discuss
PARTS OF THE CHAIRMAN’ AGENDA CONT’

• A Chairman’s Agenda is for his own personal

reference so name/title will not be included at
the end – just the date of typing and reference
 TYPES OF MINUTES
There are three types of minutes:
• Verbatim minutes
• Minutes of resolution
• Minutes of narration
 TYPES OF MINUTES
VERBATIM
• These are used primarily in court reporting
where everything is recorded word for word

RESOLUTION
The discussions which took place are not
recorded, only the main conclusions.
 TYPES OF MINUTES
NARRATION
These minutes will be a concise summary of all
the discussions which took place and the
conclusions reached
 TYPES OF MINUTES CONT’
• A full example of the minutes of narration and
minutes of resolution are shown in your hand
out/notes posted on your platform.
TECHNICAL AND VOCATIONAL TEACHERS’ COLLEGE

NOTICE OF THE STUDENT WELFARE COMMITTEE MEETING

A meeting of the Student Welfare Committee will be held on Monday 12 February 2018 in the
Conference Centre at 1400 hours.

(Since this is the Chairman’s document do not include the last paragraph which says ‘Please attend
without fail since he/she cannot request himself to attend).

C H A I R M A N’ S A G E N D A
NOTES

1 CHAIRMAN’S OPENING REMARKS

Welcomes members and introduces the theme of the meeting. 1.

2 APOLOGIES FOR ABSENCE 2.

Conducts a roll call and receives apologies for those not present

3 MINUTES OF THE PREVIOUS MEETING 3.

Circulated on 14 January 2018. Corrects the figure K50 to read K50,000.

4 MATTERS ARISING 4.

5 CHAIRMAN’S REPORT 5.
Presents his report and requests for comments from members

6 CO-ORDINATOR’S REPORT 6.
Mr W. Siwakwi to present his report on the activities of the team

7 AWARDING OF STUDENTS BURSARIES 7.

Ms B. Kasuba to give an up-date of the funds received from
Government.

8 ANY OTHER BUSINESS 8.

9 DATE OF NEXT MEETING 9.

Proposes 10 February 2018

10 CHAIRMAN’S CLOSING REMARKS 10.

Thanks members for their contributions and closes the meeting

6 February 2018

STU/2