HOW TO WRITE A MINUTE IN A MEETING USING A GOOD AND CORRECT FORMAT (EXAMPLE)



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


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.
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