When there’s nothing sensitive on the AGM agenda, drafting the minutes is usually a routine job. The Secretary can simply refer to older AGM minutes and prepare the draft accordingly. But if sensitive topics are involved, the Secretary’s drafting skills really come into play. It’s best if the Secretary reads out what will be recorded in the minutes after each point is discussed—especially for the sensitive ones. If there’s any disagreement about how something is worded, it should be sorted out right there in the meeting. Regardless of whether the AGM agenda includes sensitive matters, the Managing Committee and the Secretary must adhere to the following process.
Procedure for Finalising AGM Minutes
- The Managing Committee must approve the initial draft of the AGM minutes within three months from the date of the AGM.
- Upon approval, the status of the minutes changes from ‘draft’ to ‘draft1’.
- The ‘draft1’ minutes must be circulated to all members within 15 days of the Committee meeting in which the draft was finalised.
- The Secretary shall sign the ‘draft1’ minutes before circulation.
Member Feedback and Finalisation
- If any member has objections or suggestions regarding the ‘draft1’ minutes, they must communicate them to the Secretary within 15 days of circulation.
- All member inputs shall be reviewed and discussed in the next Managing Committee meeting.
- Based on the feedback, the Committee will take suitable action and prepare the ‘draft2’ version of the minutes.
- The ‘draft2’ version is then entered into the minutes book. The Secretary then signs it.
Approval and Final Status
- In next AGM, the Secretary reads out the ‘draft2’ minutes.
- The Chairman invites confirmation from all members regarding the contents.
- Once all members approve, the Chairman signs the minutes, and the status is updated from ‘draft2’ to ‘final’.
Modes of Circulation
The Managing Committee may use one or more of the following channels to share the ‘draft1’ minutes:
- Distribute hard copies to all members
- Send soft copies via email
- Share soft copies through WhatsApp
- Display hard copy on the society’s notice board