Agenda
means things to be done. It implies that agenda is a list of business to be
transacted in a meeting. It ensures systematic discussion of the items in order
of their importance as it appears in the agenda and it also states the sequence
of the items of discussion. Generally, agenda is an informative letter
containing all matters of genuine interest of the members of the company.
Agenda is accompanied with the notice of the meeting .The agenda is generally
prepared by the secretary in consultation with the chairman or directors.
The
procedure for the preparation of agenda may be stated as under---
1)
Agenda should be a clear and explicit summary of the items to be discussed in
the meeting . Ambiguous words should be avoided.
2)
The items of agenda must be stated with subject heading and adequate blank
space should be left such as---
a)
Confirmation of the minutes of the last meeting held on --- to be read and
confirmed
b)
Secretary’s Annual Report to be read and approved, being moved by and seconded
by-----
c)
Appointment of Auditor.
d)
Filling up casual vacancy.
e)
Company’s Investments.
3)
Routine matters should be placed first and controversial items later.
4)
Agenda should be written on the left hand side of loose foolscap paper with a
wide margin on the right hand side for record of necessary notes.
5)
Agenda may be typed on a separate sheet of paper and attached to the notice
sometimes the detailed agenda is written in an Agenda Book providing space for
making notices.
6)
It should be written within the scope of the meeting.
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