Agenda

Agenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along with the notice of the meeting. Its purpose is to tell the participants where they are going, just as the minutes will tell them where they have been. An example of the notices of the meeting Preparing agenda is a useful practice. If it is circulated in advance it helps the members to come prepared for the meeting. It Helps 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.

Specimen 1 Letter Format ART ORIGINALS LIMITED 50 LINKING ROAD MUMBAI July 5, 2012 Our ref: JJ /Is/99 Mr. G. Sharma 12 Peddar Road Mumbai Dear Mr. Sharma A meeting of the Board of Directors of Art Originals Limited will be held in the Blue Boardroom on 20 July 2012 at 5 p.m., following the AGM. A copy of the Agenda is attached. Please contact me if you cant attend. Yours sincerely J Johns Company Secretary

Specimen 2 Announcement Format ART ORIGINALS LIMITED 50 LINKING ROAD MUMBAI NOTICE ANNUAL GENERAL MEETING Notice is hereby given that the fifth General Meetings of the Shareholders of Art Originals Limited will be held at Middle Centre Conference Room 5 on 15 July 2012 at 12 noon to receive the Reports of the Directors and the Auditors for the year ending 31 March 2011. Any member unable to attend may, in terms of standing orders, appoint a proxy to attend the meeting and to vote on his or her behalf. A copy of agenda for this meeting is enclosed. By the order of the Board. Dated this day 5th July 2012

J Johns Company Secretary

Specimen Agenda

NOTICE OF MEETING A Meeting of the Staff Training Unit will be held on 7 August 2012 at 2.30 p.m. in the committee room. AGENDA 1. Apologies for absence 2. Minutes of meeting held on 4 May. 3. Matters arising from the minutes: i. Winners prizes ii. Complaints about heating. iii. Caretakers overtime 4. Correspondence 5. Need for more secretarial assistance 6. Any other business 7. Date, time, place of next meeting

Minutes Minutes are the official record of the proceeding of a meeting. All organizations, whether commercial or social, attach great importance to maintaining a proper record of business transacted at their various meetings. Once minutes are approved and signed, even court of law accepts as evidence of the proceedings. Minutes must be precise. The main object of the minutes is to record, concisely and accurately the essential work done at a meeting. Presentation Minutes may be presented either in a tabular (block) form or in the form of continuous paragraph. Specimen minutes of the first Board meeting (tabular form)

JAIPUR INTERNATIOANL TRDERS LIMITED Minutes

Of the first meeting of the Board of Directors held on Wednesday, the 13th July 2011 at 3p.m.at the Registered Office of the Company at 20, kalbadevi Road, Mumbai. Present Shri H.S. Rawat Shri M.K. Daftari Shri T.K. Yadav.

Directors

In attendance: Shri S.V. Apte , Secretary Shri H. Desai , Solicitor No. of Subject of Minutes Minutes 1 Chairman of meeting

Details of Minutes Shri H.S. Rawat was unanimously elected chairman of the meeting
5

Chairman of the Company

Appointment of Secretary

Resolved: That Shri H.S. Rawat be and is hereby appointed chairman of the Board of and of the company. Resolved: That Shri S.V. Apte , Secretary protem of the company be and is hereby appointed secretary of the Company. The next meeting of the Board was fixed to be held on Wednesday, the 27th July 20, at 4p.m. H.S. Rawat S.V. Apte Chairman Secretary

Next meeting

Dated July 5, 2012