Meeting minutes - prepare properly

Meeting minutes - a document reflecting the information before the meeting questions and made decisions. He refers to the organizational-administrative documentation. The information in the Protocol shall be made by the Secretary of the meeting or another authorized person on the basis of the recording or manual recording. Prior to the meeting should be prepared all necessary documents: agenda, list of participants, presentations, and projects possible solutions.

The minutes of the meeting of the Commission or other authority may be published in full or summary form. The latter does not include a discussion of the issues and fixes only the decisions made.

The Protocol in full form usually involves two parts - introductory and basic. The introductory contains the names (and initials) of a Chairman, Secretary and participants, as well as present entities. If the number present is greater than 15, reference is made to compulsory full list of names. If participants belong to different authorities for each indicates the position and place of employment.

In addition, in the introductory part must be specified agenda listing the issues in order of importance and include the name of the Rapporteur for each question.

The minutes of the meeting in its main part consists of sections in accordance with the agenda. The text of each of the items, usually built in short circuit:

- Listening to: full name.

Agreed (or decided): name.

Brief contents each statement entered into the Protocol or is attached as a separate material (in the text of the Protocol is marked with the corresponding link). In the case of a vote given it up. The Protocol must be adopted for each item the solution.

The minutes of the meeting must be signed by the Chairman or Secretary of the meeting. The date of this Protocol shall be the date of the meeting or meetings. Each Protocol is given a serial number separately on the appropriate group protocols, if necessary with the letter code. The numbering is on the rise throughout the year.

The minutes of the meeting of the Board of Directors has its own characteristics. General requirements to this document are given in the text of the Federal law "On joint stock companies" (article 68). In addition, if the Board of Directors at its meeting adopts the resolution on issue of shares (securities), according to the approved Russian Standards of issue of securities the record of such meeting should reflect the results of roll-call vote of all members of the Council. This is a basic standard requirement for the Protocol.

In practice, the design of such protocols can vary greatly according to the method of preparation and degree of detail. Some protocols correspond to the detailed transcript of the meeting with a reflection of all the remarks and asked questions. The requirement for such a conduct of the is usually fixed in position on the Board of Directors.

The Other extreme - very brief minutes of the meeting that includes only data on participants, agenda, wording of questions and decisions.

The best option is usually somewhere in the middle. Overly detailed report is drawn up, usually on the basis of the record of the meeting. In its interpretation of possible inaccuracies that can distort the sense of the issues involved. Besides, we should not forget that the right to be informed of the minutes of the meeting of any shareholder. When discussing commercial issues detailed Protocol can fix a lot of the information is a trade secret.

On the other hand, excessive brevity of the Protocol can induce ordinary shareholders on the idea of a formal approach and inadequate performance of the Board of Directors. It is desirable for each question to indicate the initiators and participants of the discussion, abstract presentations, the essence and the authors asked questions. This approach, among other things, allows you to more effectively assess the contribution of each participant.