There are five major processes involved in keeping meeting minutes. They are as follows:
|➤ Minutes writing or transcription|
|➤ Distributing meeting minutes|
|➤ Minutes are filed or saved for future reference|
When the meeting concludes, the person entrusted with writing minutes should be given all of the resources he or she requires to write up the minutes in a clear, presentable manner.
After the meeting, don’t take too long to jot down the minutes. This way, everything from the meeting is still fresh in your mind. Examine the outline you made previously and make any required changes. This may entail providing additional information or addressing some of the problems addressed. Also, ensure that all verdicts, activities, and motions are fully documented. Review the minutes to ensure they are concise yet understandable.
Taking minutes will be much easier if a meeting is well-planned in advance. However, the chairman and secretary or minutes-keeper should collaborate in advance to define the meeting’s agenda. For example, the person taking minutes might collaborate with the chair to create a paper that would act as an agenda and establish the meeting format.
If the chair and secretary are unable to meet to prepare an agenda, it is the secretary’s responsibility to obtain a copy of the agenda before the meeting begins. The agenda will serve as a guide for taking notes and preparing the minutes. In addition, the agenda provides other elements that must be included in the minutes.
The Board Secretary is usually the person in charge of taking meeting minutes on most boards. The minutes taker in an organizational meeting might be a project coordinator or an assistant to a management or CEO. She or he should come a few minutes early and provide an attendance sheet with all members’ names and contact information.
All new Malaysian firms must conduct their first AGM within 18 months of their establishment date. Following the first AGM, the meeting must be conducted each calendar year and no later than 15 months after the previous AGM. Two or more members who control at least 10% of the company’s share capital can convene an AGM.
An extraordinary general meeting (EGM) is a general meeting that is not the annual general meeting (AGM) and is also known as a special general meeting or an emergency general meeting. The EGM is used to debate pressing issues such as critical legal issues and the dismissal of key corporate members. Ordinary business topics and special business concerns are considered at the EGM in the same way as they are at AGMs. There are no criteria in Malaysia about when the EGM must be convened, and there is no penalty for failing to hold an EGM. The EGM can be held on any day within the company’s regular business hours. Two or more members who control at least 10% of the company’s share capital can convene an EGM.
A class meeting is a shareholder meeting for corporations that issue several classes of shares, and only holders of a particular class of shares are permitted to attend and vote. In Malaysia, share classes are divided into two types: ordinary shares and preference shares. When the rights of the holders of a class of shares are to be amended, modified, or impacted, companies arrange class meetings. Only issues pertaining to a certain class of shares may be discussed.
This type of meeting is only for the company’s directors. They will run and operate the company’s day-to-day operations, while the directors will make all decisions. They will, however, not make decisions that are meant to be made by the shareholders.