It is evident that the term devised by CSTT are yet to be field tested by the users. |
The English expression "signed" "ordered" "voted" is translated in Hindi "hastaakshar kiye gaye", "aadesh diyaa gayaa" but what will be "voT maange gaye", "voting hui" for "voted". |
Again the (e) speciment of an Agenda shows it in brief as an outline but enclosed with detailed minutes etc. for a meeting and circulated to the members well in advance of a meeting. |
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| 423.12.6 : MINUTES |
| The term "MINUTES" may be defined as a brief summary of the proceedings of a meeting. It is a concise record of the business discussed and resolutions adopted by an assembly. Every organization prepares minutes of its meeting with a view to preserve an authentic record of the business transacted there at. After its chairman signs a minute it becomes a permanent document of the company or organization. |
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| 423.12.6.1 : CHARACTERISTICS OF A MINUTE |
- It should be written just after the meeting.
- It should be prepared with complete truth and sincerity.
- Unnecessary words should not be used.
- These are more than a statement.
- They are more analogous to a telegram. i.e. precise and explicit.
- The secretary should have good knowledge of language as well.
- a minute should be written or kept in a bound book. The pages should be duely typed and serially numbered, and the last page in dated and signed by the chairman.
- It has a legal value since they are accepted as an evidence by the law courts. Therefore in no case it should be altered. Otherwise its legal sanctity will be lost.
- No officer or company has a right to alter or tamper with the minutes. The right of alternation rests with meeting only.
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| 423.12.6.2 : CONTENTS OF A MINUTE |
Minutes of a meeting should contain a fair and correct summary of its proceedings. They should be brief and yet must state the information necessary to form an idea about the business transaction at the meeting. According to Martin, "They are more analogues to a telegram than to letter, or to a precise than to a narrative". Therefore all the words which are capable of double interpretation or superfluous should be avoided. |
| The contents of minute are illustrated below: |
a. |
a heading stating the number and the kind of meeting i.e. whether Board meeting, Annual General Meeting or Extraordinary General Meeting. |
b. |
The date, time and place at which it was held |
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