Our social and business active life is often associated with participation in various kinds of meetings - be it a meeting of shareholders, a general meeting of members of a cooperative, HOA or any other public meetings. The role of such meetings is to resolve and document vital issues that relate to the activities of public organizations or legal entities. Correct reflection in the documents of the decisions adopted at the meeting confirms their legitimacy and is a legal document.
Instructions
Step 1
In order to draw up the minutes of the meeting, use standard A4 sheets of writing paper. The title of the minutes must contain the title of the document and an introductory part reflecting the reason for which the meeting of citizens or shareholders was held.
Step 2
Under the heading, indicate the date of the meeting and the address at which it took place, as well as the number of people present. If those present noted their participation in accordance with the registration sheet, then this must also be reflected in the protocol. Reflect the form of the meeting: by preliminary survey, by private order with personal presence, or using a combined form of participation.
Step 3
Indicate the surnames, names and patronymics of the chairman and secretary elected by the meeting, reflect the number of votes cast for, against and abstained from their candidacies.
Step 4
Describe the list of issues on the agenda, starting with the most pressing ones, number them and records of speeches, debates and voting on each issue, start with its number. In the recording of speeches, it is necessary to indicate only the main essence of the presented report. It should be stated succinctly, but in a form that excludes ambiguity. If necessary, the text of the speech can be attached to the minutes. All remarks and remarks related to the essence of the speech should be indicated with names.
Step 5
The record for each issue must end with a decision taken with an indication of the voting results. After the text of the discussion of all the issues on the agenda, indicate that the general decision of the meeting was declared closed.
Step 6
Sign the minutes by the chairman and secretary of the meeting, and file them in the archives of your organization or its chairman.
