The
best format for writing meeting minutes depends on the organization having the
meeting and what is being discussed. There is information common to every
format and a format for every organization. The most basic information such as
the date, time, location, and members in attendance, is recorded in all formats
of meeting minutes. More detailed information regarding the agenda is also
included in all forms of minutes. Minutes start to vary when it comes to
what is discussed at the meeting. Certain meetings are held to discuss current
topics as well as on going and past topics. Another reason that meetings are
held is to make a decision. When a decision is voted upon, more formal notes
will require
a record of the vote taken. One last reason that meetings adjourn is to assign tasks and duties to specific employees or groups of employees. In this situation the task, and the party responsible for completing the task, is recorded. The most influential factor on the format of meeting minutes is the organization holding the meeting. All types of organizations have meetings from small
a record of the vote taken. One last reason that meetings adjourn is to assign tasks and duties to specific employees or groups of employees. In this situation the task, and the party responsible for completing the task, is recorded. The most influential factor on the format of meeting minutes is the organization holding the meeting. All types of organizations have meetings from small
businesses to huge corporations. For
a small business simply jotting down simply notes on a piece of paper is often
an acceptable format. Larger business and corporations often adopt a more
formal look and format to make it easier for people not in attendance to
understand the notes. Government ran organizations are notorious for having a
very strict format that must be followed in all meetings. It is important to
customize how you record your meetings so that they best suit your
organization. Things to take into account are your audience and what medium
that audience will use to view the minutes. Several resources are available to
help you create a format that works for your particular organization.
MINUTES OF ABAKALIKI
LOCAL GOVERNMENT AND COMPONENTS DEVELOPMENT CENTRE’S MANAGEMENT MEETING HELD ON
17TH JULY, 2012 AT THE OFFICE OF THE HEAD OF PERSONAL MANAGEMENT’S
(HPM), NKALIKI.
attendance
S/N
|
NAME
|
POST
|
STATION
|
PHONE
|
1
|
Alegu Joseph
|
HLGA
|
Abakaliki L.G.A.
|
08032577295
|
2
|
Nwibo Monday
|
HPM
|
Abakaliki L.G.A.
|
07033028214
|
3
|
Oke D. O.
|
TR
|
Abakaliki L.G.A.
|
08037412070
|
4
|
Nwobegu H. C.
|
I/A
|
Abakaliki D. C.
|
07030546098
|
5
|
Asadu A. N.
|
II/A
|
Ekumenyi D. C.
|
08063762148
|
6
|
Uduma, I. N. O.
|
A. O.
|
Ekumenyi D. C.
|
07033884550
|
7
|
Ogayi G. Ogayi (Jp)
|
A. O.
|
Enyida D. C.
|
08035427056
|
8
|
Chukwu, O. C.
|
I/A
|
Abakaliki L.G.A.
|
08032633569
|
9
|
Enyita J. N.
|
Ag FO
|
Enyida D. C.
|
08062150455
|
10
|
Oge Emmanuel A
|
Ag I. A.
|
Enyida D. C.
|
08166391303
|
11
|
Offor Igwesi Ogbonna
|
A.OI/Recorder
|
Abakaliki L.G. A.
|
08037748314-
|
ABSENT
F/O Abakaliki Development Centre
F/O Amachi Development Centre
A/O Amachi Development Centre
I/A Amachi Development Centre
OPENING PRAYER: the meeting started
by 12:54 pm with an opening prayer said by Chukwu O. C. the Internal Auditor
Abakaliki Local Government Area whereas, Chief Ogayi G. Ogayi back it up in an
Igbo Version.
OPENING REMARKS: the presiding
chairman Chief Alegu Joseph religiously welcomed all the members to the meeting
and appreciated them for being in a large member.
AMENDMENTS/ADOPTION: after going through
the last minutes by the house few amendments were made in the minutes such as:
the name of the TR Abakaliki Local Government and I/A Ekumenyi D. C. were to
reflect in the list of officers on permission.
Furthermore, the HLGA viewed that the
A/O Amachi D. C. was supposed to give more information on the case she
presented during the last meeting such as: the name, rank and department of the
officer involved.
He also said that the house were
supposed to advice her on how to handle the case. However, Chief Ogayi replied
by saying that the case was already before the police and therefore, the house
could not say much on the matter.
Thereafter, a motion for the adoption
of the minutes was formally moved by Chief Ogayi G. Ogayi A/O Enyida
Development Centre and was seconded by Mrs. Uduma I. N. O. A/O Ekumenyi
Development Centre for it to serve as a working document for this body.
PRESENTATION OF
MONTHLY SITUATION REPORT:
Abakaliki Local
Government:
the HPM happily affirmed that attendance has vigorously improved in the area
and further told the house that on 8:40 am that day 17th July, 2012
that the Chairman of the Commission paid an unscheduled visit to Abakaliki
Local Government Workers. But he (Chairman) was overwhelmed with the large
turnout of workers before he zoomed off to Abakaliki Development Centre to
further his monitoring.
He again said that 2011 senior staff
Gen 35 were withheld by the commission due to non payment of outstation
allowance to their staff that participated in the typing of 2010 promotions.
Staff Welfare: the HPM stated that
June, 2012 monthly salaries have been paid. Whereas, other entitlements like
overtime and claims were put to stop by the executive chairman to an extent
that workers were ask to refund OT allowances paid to them on the month of May,
2012 without any reason.
Projects: the council
according to the HPM was embarking on the rehabilitation of her main gate and
has just concluded 2012 distribution of fertilizers to farmers in the area. He
also said that council was constructing culverts at the new timber shade to enable
motorist have access to the market while relocation of villagers still
continue.
Workshop: the HPM said that
there was “no way” in the area of workshop.
ABAKALIKI DEVELOPMENT
CENTRE
No Report.
AMACHI DEVELOPMENT
CENTRE
No Report
EKUMENYI DEVELOPMENT
CENTRE
Attendance: the A/O Mrs. Uduma
said that attendance was very encouraging and praised her workers for their
doggedness despites the difficulties associated to working in the centre due to
lack of accommodation or rather staff quarters .
Monthly Allocation: the centre according
her has received her June 2012 allocation accordingly.
Workshop: on the issue of workshop the
a/o stated that they were allowed to attend workshops especially the ones held
at the commission. But their allowances were never paid.
ENYIDA DEVELOPMENT
CENTRE
Attendance: the A/O Chief Ogayi
G. Ogayi stated that attendance was very
encouraging during the month under review.
Staff Welfare
a.
Salaries
paid up to June, 2012.
b. Workshop allowances
paid.
c.
Arrears
of promotion paid to date.
d. 2012 leave allowance
paid to administrative department only.
IGR: the A/O complained
of lack of revenue earning receipt to enable his workers do their job.
Projects: the on-going
projects were still on going during the period under review
Problems: the A/O said that
lack of junior staff was one of their main problems.
General Information: on that note the A/O
Chief Ogayi G. Ogayi informed the house as follows: that his F/O Mr. Arua O.
Arua was on 2012 annual leave causing Mr. Enyita Joseph the Internal Auditor to
be acting as the F/O While Mr. Oge Emmanuel was performing the job of Internal
Auditor pending when the leave expires. Thereafter the HLGA advice the A/O
Chief Ogayi G. Ogayi to also report the changes to the commission for avoidance
of doubt.
A. O. B.
While on A. O. B. Ogayi ask the TR the
plans of the council concerning the production of revenue earning receipts. In
response, the TR said that the council will soon conclude her arrangement on
that, but attributed the delay in the production to lack of sufficient fund.
Permission: the house formally
received an oral request for permission from the following persons the A/O
Abakaliki Development Centre Mr. Nwodo Francisca and F/O Ekumenyi Development
Centre respectively.
Adjournment: motion for
adjournment was formally moved by the HPM Abakaliki Local Government Mr. Nwibo
Monday (JP) and was immediately seconded by Mr. Asudu Angela I/A Ekumenyi
Development Centre for the house to reconvene
again on 14th August, 2012.
Vote of Thanks: the HLGA joyfully
called on the I/A Abakaliki Local Government Mrs. Chukwu O. C. to give special
vote of thanks to the people of Ekumenyi Development Centre. While speaking the
I/A in her usual happy manner thanked the good people of Ekumenyi for their
wonderful host and prayed the Almighty God to replenish their purse.
Hosting Rite: Amachi Development Centre will play the next host on 14th
august, 2012 at the same venue.
Closing pray: the closing pray was said by Oge Emmanuel A. Ag. I/A Enyida
Development Centre. The meeting came to an end at 3:05pm.
ALEGU JOSEPH
Head of Local Government Administration
Abakaliki Local Government Area.