| 423.12.5 : AGENDA |
The term "AGENDA" means things to be done or serially listing or procedures of meeting or those subjects which are to be discussed in meeting. |
Agenda is our important statement and it should be prepared with due care. It should be - |
i) |
Brief and explicit so that the members should be aware of the points and prepare themselves before hand for the meeting. |
ii) |
Sequencing of subjects / items. The sequencing of items should be with a good planning. Routine items are kept in priority and then follow the serious items. |
iii) |
Agenda for Chairman - Agenda for Chairman and Secretary is different and presented in detail, in comparison to the agenda papers given to the members. Since it is drafted previous to a meeting it has the name of the mover of the proposal and the person who seconds it. |
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An agenda is drafted by two methods I) in brief II) in detail. |
I) |
Agenda which is brief, contains only concise and precise language about the matters to be discussed in meeting as - |
1. |
Conformation of the minutes of the previous meeting |
2. |
Appointment of a new auditor |
3. |
Any other matter with the permission of chairman |
4. |
Fixing a date for next meeting |
5. |
Vote of thanks |
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| II) In detail |
Agenda which is prepared for the Chairman and Secretary is of a special kind. It contains more information than an ordinary explanation to be given to their members by their secretary. Since place is left blank against such item in which the chairman and the secretary may take down notes of the proceeding of the meeting, after the meeting the notes prepared separately by them are compared. Such notes help a great deal in preparing the minutes of a meeting later on. |
Though "Agenda paper has no direct legal significance, it is of much practical importance in enabling the meeting to discharge its object with expedition and confidence. The Agenda also serves a secondary function as providing a basis for recording in the minutes of the meeting the matters transacted there at" (Canal, 1883) |
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