MINUTES

A record of the decisions taken at a forrmal rneeting ís

called Minutes. All cormpznies
Statutory bodies, social organízations, ass0ciations (ihether registered or unregistered)
and
cornníttees have to maintain a record of the meeting. Minutes are the
record of work done and decisíons taken at the rneeting of rnermbers; official
they rnust be
precise and clear. They record what was decided and done.TThe rninutes of cormpanies
3nd statutory bodies are written in fornal style. Other organizations may write mirnutes
in infornal style.
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At the next meeting, the minutes are read out by the secretary or
as read if a copy was sent to members; the minutes are then approvedmay be taken
by the chairman and the secretary as a correct record of the meeting. and
signed
Minutes are alegal document and can be produced in a court of law as
The details given below are an essential part of minutes, and
must evidence.be
included: always
(a) Name of the body and nature of the meeting
(b) Day, date, time and place of the meeting
(c) Name of chairman of the meeting, names of members
present (list is attached
if there are many names)
(d) Names of persons "in attendance", that is, any invited
officials like the auditor
the solicitor, who are not members of the meeting
(e) Leave of absence to those who are not present.
These are laid out as shown below.

Minutes of the first meeting of the Board of Directors of Sadguru Trading

Ltd., held at the Registered Office on 12 February, 2005, at 4.00 p.m. Corporation,
The following members were present:
Shri ABC, Chairman & Director
Shri DEF, Director
Shri GHI, "
Shri JKL,
Shri MNO,
In attendance:
Shri XYZ, Secretary
Shri PaR, Solicitor
Shri LIC and Shri PNR had intimated their
of absence. inability to attend, and were granted leave

Minutes of the meeting of the Managing Committee of

Friday, 18 June 2005, at 5.00 p.m. at the Friends of Trees, held on
The following members were present: Registered Office of the Society
Shri G.E.Bhabha, in the Chair
Smti Priti Shah
Dr. S.N.Velankar
Dr.(Smti) Avan Setalvad
Shri Rajesh Mehra
Shri S.N.Sheth
Shri Shamak Dorabji was
present by invitation.
Smti Lily Sengupta had intimated
inability to attend and was
granted leave of absence.
 MEETINGS: NoTICE, AGENDA AND
The minutes are RESOLUTIONS
recorded below these details. The first minute is
377

and confirming OT tne minutes of the previous always the reading

.Minutes of the meetina, Examples are given below.
meeting held on
were taken as read, and were 18 June, 2005. which had been circulated eamel
The approved and signed.
Secretary read out the minutes of the
were signed as a correct record of the last meeting held on 18 June, 2003. ey
If
mee ting.
there is a Condolence
resolution, it is passed before the confirmation Or the
minutes.
The last item of the minutes is the ending of
to the Chair. the meeting with a vote of thanks
There being no other business, the meeting
ended witha vote of thanks to the Chait.
Other items in the minutes depend on the agenda,
have a corresponding item in the minutes. Every item on the agenda must
Review
1. Fill in the blanks using as few words as possible.
(a) The first item in the minutes is
(b) The last item in the minutes is -,
(c) A condolence resolution is always-.
(d) The title of the minutes includes
(give all the points).
(e) Minutes are written for the purpose of -.

Method of Writing Minutes

Minutes may include only the resolutions without details of the discussion which
took place before the decision was taken; or it may include a short summary of the
discussion and a statement of the reason for the Resolution. Very formal minutes
include the proposal with the name of the proposer and the seconder, a short summary
of the discussion and finally, the resolution.
The style and method of writing minutes is fixed by custom and practice by each
organization.

Language of Minutes
(i) Minutes are written in simple past tense; for example:
The Secretary read out.....
The Chairman informed....
" The meeting ended.....
(i) Many of the items are written in passive voice; for example:
confirmed and signed
" The minutes.... were taken as read, and
December was presented...
The progress report for
The Secretary was authorized....
....
The next meeting was fixed for
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378

(i1) Impersonal passive voice is used for recording decisions and

fesolutions. The
impersonal passive voice is used only for verbs of mental action like
resolve, suggest, recommend, etc. These are not physical actions; they decide,
can be
taken by a group collectively. Here are some examples:
" It was decided that a committee be appointed..
" It was resolved that the meeting be adjourned.
" It was decided to create a separate fund for the purp0se.
" Resolved that aseparate fund be created for the purpose.
(iv) The verb is in the subjunctive mood. Subjunctive mood of the verb describes
an action that is proposed or intended or planned or thought of, but not vet
completed. It is used only for the verb to be, and only with verbs of command
or desire; for example:
" Imove that Mr. Samant be appointed...
" lpropose that the Secretary be authorized...
When the suggestion is adopted by the meeting, the common decision is recorded
as a resolution to take action; for example:
" It was Resolved that Mr. Samant be appointed.
But this is still only adecision to appoint; it does not indicate that the appointment
was actually made at that time. To indicate that the appointment was actually made,
the resolution must be written as follows:
" It was Resolved that Mr. Samant be and is hereby appointed...
" It was decided that the Secretary be and is hereby authorized to...
" Resolved that a committee consisting of Mr.ABC, Mr. DEF and Mr. POR, be and is hereby
appointed to...
A complete resolution indicating that a decision was taken and action is to be
started, will be expressed as follows:
" Resolved that a new building be constructed on the north side of the factory
Tor Ie
staff welfare centre. It was further resolved that the Secretary be and is hereby
to invite tenders for the construc tion and to make any other authonzeu
getting the building construc ted.
arrangements require0 To
A Resolution has a heading indicating what it is
about; e.g.
Appointment of Secretary
Appointment of Bankers
" Endorsement of cheques
Signature on Negotiable Instruments.