Minutes of a Meeting

Minutes
The written record of meetings, particularly of board of directors or shareholders of corporation, kept by the secretary of the corporation or organization. Remember, an accurate written record of meetings is essential not only for all those who attended the meetings but also for those who were unable to attend.

Guidelines for Taking Meeting Minutes

Minutes should be taken using a standard format, using numbered sections and paragraphs coinciding with those of the meeting agenda. Minutes should contain the following items: 1. Type of Meeting AGM, EOGM or Statutory 2. Name of organization 3. Date, time and place of meeting 4. Names of presiding officer and recorder of minutes 5. Members present 6. Members absent Optional 7. Establishment of quorum 8. Record of action taken of the minutes of the previous meeting 9. Exact wording of each main motion as it was voted on with name of the maker of the motion and whether the motion passed or failed 10. If the vote on the motion was counted, the count should be included. 11. Dissenting votes should be included only if a member requests that they go on record with their dissenting vote. 12. Any notices given at the meeting, especially for items that require that previous notice be given. 13. Points of order and appeals 14. Reports should include the name of the committee/team/panel/liaison and the reporting member. If written reports are provided, it should be attached to the minutes and the minute should note that it is attached. Minutes should not contain the following items: 1. Opinions or interpretations of the recording secretary 2. Judgmental phrases like heated debate or valuable comment 3. Discussion (Remember, minutes are a record of what was done, not what was said) 4. Motions that are withdrawn 5. Name of the person who seconded a motion 6. Flowery language 7. Detailed reports 8. Transcripts of the meeting (minutes should not be taken down verbatim) The minutes are official only after they have been approved, which generally happens at the next meeting. After the minutes have been corrected and approved, they should be signed by the secretary. The word approved and the date of approval should be added.

(Sample Minutes)

MINUTES OF 59TH ANNUAL GENERAL MEETING OF FAUGI FERTILIZERS HELD ON 27TH DECEMBER, 2011 AT 11:00AM, AT THE REGISTERED OFFICE SITUATED AT 213, SAIMA TRADE CENTRE, I.I. Chundririgar Road, Karachi PRESENT
The following persons were present 1. Mr. Athar Ali 2. Mr. Hasaan Ahmed 3. Mr. Abdul Khaliq 4. Mr. Tahir Khan 5. Mr. Ammar Asghar 6. Mr. Farhan Ahmed 7. Mr. Rizwan Shirazi, and 72 members as per list attached.

QUORUM
The Chairman Mr. Athar, the elected Chairman of the board present was requested by the company secretary Mr. Dilshad Khan to chair the meeting The Chairman pleasantly accepted and requested the company secretary to ensure presence of quorum and report. The company secretary reported the presence of legal quorum and requested the chairman to announce formal commissioning of the proceedings of the meeting.

Proceedings of the Meeting

1. The notice of meeting was taken as read. 2. The chairman requested one of the members Mr. Rehan to come forward and recite a few verses from Holy Quran. 3. The minutes of the last meeting being already circulated were approved by the meeting. 4. the annual audited accounts of the company for the year ended 30th sep, 2011 were presented, adopted and approved 5. The continuing auditor of the company Taseer, Hadi, Khalid and company being eligible for reappointment consented and were appointed for the same remuneration to audit the accounts for the year ending 30th sep, 2012. 6. There has been no other business, the meeting ended with a vote of thanks to the chair.

Date: 1st December, 2011

(Athar Ali) Chairman