ENGLISH AND BUSINESS COMMUNICATION 6 (UNIT-3)

Notice, Agenda and Minutes of Corporate Meetings :

Drafting of Notice , Agenda and Minutes of
*First Meeting of the Board of Directors
*Statutory Meeting
*Routine Meeting
*Meeting of the Board of Directors held prior to the Annual General Meeting of
the Company
*Annual general Meeting

Introduction
Company meetings of the Board of the Directors of a company are held in
accordance with the provisions of law of conduct the customary business of a
company . These meetings have to be properly planned if we won’t to meet
their objectives without any unnecessary wastage of time

Before the process of holding a meeting begins , the chairperson has to get a
clear understanding of the following points:
*What is the purpose of calling the meeting?
*Who is to be discussed at the meeting?
*Who all should attend the meeting?
*The date and time of the meeting ?
*The venue.

Notification (Notice)
Once a suitable decision has been arrived at on all the points mentioned above
, there begins the actual process of holding the meetings . The first step is to
issue the notification

A Notification is an advance notice sent to all the people entitled to attend the
meeting . According to the Companies Act, such a notice , specifying the date ,
the time and the venue of the meeting has to be sent to all the members 21 days
before the date of the meeting . It is useful to include the agenda of the meeting
in the notice itself

Agenda
 Agenda is a document that outlines the content of a forthcoming meeting , It is
usually sent along with the notice of the meeting . 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 at the
meeting , Occasionally , if the chairperson and the secretary do not want the
member to know the items to be discussed , the agenda is not circulated

Preparing the agenda is a very useful practice

*If it is circulated in advanced , it helps the member to come prepared for the
meeting.
*Since agenda has a set order , it helps the chairperson to conduct the meeting
smoothly.
*It ensures that only matters relevant to that particular meeting are discussed.
*It ensures that every point is properly taken up for discussion
*It facilitates the preparation of the minutes

Minutes
Minutes are the official record of the proceedings of a meetings. All
organisations, whether commercial or social , attach great importance to
maintaining a proper record of the business transacted to their various meetings.
Once minutes are approved and signed , even the court of law accepts them as
evidence of the proceedings . Minutes must be precise. The main object of
writing minutes to record , concisely and accurately , the essential work done at
meeting . Minutes usually show , beyond any doubt , what was formally
resolved or decided upon and not what was said .

Types of Minutes
-Minutes of resolution
-Minutes of narration

Minutes of resolution: In this types of minutes , only the resolution passed at a

meeting are recorded and no reference is made to any discussion preceding the
resolution . No mention is made even of the movers and seconders of the
resolution
Minutes of narration: Minutes of narration are somewhat similar to a report .
Here , in a addition to the resolution passed , a brief account of the discussion
and the voting pattern is also included

Writing minutes
*Nature of the meetings,
*Date , time and place,
*Names of those who are presented
*Items to be numbered and given headings,
*Past tense,
*Reported speech
*Impersonal tone,
*Dates and figures to be recorded clearly and accurately
*Details about special resolution
*Simple , unambiguous language

Specimen of notice and agenda

KRUPA SALES CORPORATION
DELHI
The next quarterly meeting of the Board of Directors will take place on Friday ,
17th October , 2022 at 3PM in the conference room.

AGENDA
1.Minutes of the last meeting
2.Matters arising from the minutes
3.Financial irregularities in Noida branch
4.Reorganisation of work in Bombay branch
5.Any other business
6.Date of next meeting

20th September 2022

(M.M Soni)
(Secretary)

Specimen the Board Meeting (minutes of Tabular form)

Kanpur International Traders Limited
Minutes
of the first meeting of the Board of Directors held on Monday , the 15th October
2020 at 5:00PM at Registered Office of the Company at 2020 , Shivaji Road ,
Kolkata

Present:
__________________
__________________
__________________ (Directors)
 __________________
__________________

In attendance:
__________________________ , Secretary
___________ (Solicitor)

______________________________________________________
No of Subject of Details of
Minutes Minutes Minutes
______________________________________________________

1. Chairperson of Meeting ______________________

2. Chairperson of Company _____________________

3. Incorporation and
appointment of Director ______________________

4. Appointment of
Secretary ______________________

5. Appointment of
Solicitors ______________________

6. Appointment of
Bankers ______________________

7. Prospectus _____________________

8. Quorum ______________________

9. Seal ______________________

10. Next
Meeting ______________________
Dated:-_____________ _________ ________
Chairperson Secretary

Specimen Minutes of an Annual General Meeting (Narrative form)

JALANDHAR CHEMICAL LIMITED

MINUTES

Of the Fourteenth Annual General Meeting of the Company held at the

Registered Office on Monday , the 17th May 2022 at 3PM

Present:
__________________Chairperson of the Board in the chair
__________________
__________________ (Directors)
__________________
__________________
In attendance:
___________________
___________________
and 150 share holders , whose names are given in the attached list.

*Notice of the meeting and the Auditors’Report

*Director’ Report and Accounts
*Dividend
*Election of Directors
*Appointment of Auditors
*Resolved
*Vote of Thanks

25th June 2022 _____________ _________

Chairperson Secretary

Specimen Agenda of an Annual General Meeting

1.To read the notice convening the meeting and the report of the auditors.
2. The Chairperson to suggest that the Directors’ Report and Account issued
therewith be taken as read and to move resolution for their approval and
adoption. Shri________to second the motion
3.Shri__________to move a resolution recommending a dividend of Rs 15 per
equity share , subject to income-tax and Shri_______to second the motion
4.Shri________to move a resolution for the re-election of Shri______as director
and Shri _____to second the resolution
5.Shri____to move a resolution for the re-appointment of Messrs______as
Auditors of the Company at afee of Rs20,000 and Shri ___________to second
the motion
6.Shri________to propose a vote of thanks to the Chair
Specimen of notice and agenda of the Statutory Meeting
COLOURS AND PAINT LIMITED
Ganesh Bhavan
Colaba Road , Mumbai 400 001

Notice is hereby given that the Statutory Meeting of the Company will be held
the registered office of the company at Ganesh Bhavan, Colaba , Mumbai-400
001 on Wednesday , the 5thFebruary 2022 at 5PM for the purpose of considering
the Statutory Report and for conducting all other business which to be
conducted at such meeting

A copy of Statutory Report , Required to be send to the Members by the above

section , accompanies this notice

By Order of the Board of Directors

_______________________
(Secretary)

Mumbai 31th December 2020

Note: A member entitled to attend and vote at the meeting is entitled to appoint
one or more proxies to attend and to vote instead of himself and the proxy need
not be a member

AGENDA
1)The Secretary to read the notice calling the meeting
2)To move that the Statutory Report as circulated be taken as read
3)To direct the attention of members to the fact that the list of members is
available for inspection
4)To report to the member on the progress of the company to date and to
indicate the possibilities of future development
5)Vote for Thanks .

Specimen of Minutes of Statutory Meeting

VIJAY TEXTILE COMPANY LIMITED
VATVA ROAD, AHMEDABAD 380 086

Minutes of the Statutory Meeting of the Vijay Textile Co Ltd.. Ahmedabad ,

Held at 10:30AM on Tuesday , the 17th October 2020 at the Registered Office
of the Company

Present
1)____________________Chairman , Presiding
2)____________________Director
3)_____________________Director
4)______________________Director
5)______________________Director
and 175 members (A list of their names is attached at the end)

In attendance:
1)Notice of Meeting
2)List of Member
3)Statutory Report
4)Chairman’s Speech
5)Discussion
6)Vote of Thanks
Ahmedabad _____________
October 21st , 2020 (Chairman)

Minutes of the First Board Meeting

BRAND-100 GARMENTS CO LTD
RABINATH TAGORE ROAD, BARODA-390-002

Minutes of the First Meeting of the Board of the Directors of the Company held
at the registered Office on January 11th 2022 at 5PM

Present:
_____________ Chairman
_____________
_____________ Directors
_____________

Attendance
_____________ Secretary
_____________ Auditor
_____________ Solicitor

No Subject of Minutes Details of Minutes

1 Chairman of the Meeting
2 Chairman of the Company
3 Certificate of Incorporation
4 Memorandum and article of
association
5 Appointment of Secretary
6 Appointment of Auditors
7 Appointment of Bankers
8 Seal
9 Issue of Prospectus
10 Quorum
11 Next Meeting
12 Vote of Thanks

Baroda _______________
(Chairman)
Specimen of minutes of the Board of Directors’ Meeting held prior to the
Annual General Meeting

MARUTI STEEL FUNITURE COMPANY LTD

STATION ROAD, SURAT 395013

Minutes of the First Meeting of the Board of the Directors of the Company held
at the registered Office on January 11th 2022 at 5PM

Present:
_____________ Chairman
_____________
_____________ Directors
_____________
_____________

_____________ Auditor
_____________ Secretary

S No Subject Heading Details of minutes

1. Minutes of last Meeting
2. Transfer
3. Closure of register of member
4. Directors’ Report and Annual
account
5. Dividend
6. Annual General Meeting
7. Next Meeting

_____________
Surat Chairman
______________
Date______ Secretary