Secretarial practice

Bibliographic data

Monograph

Identifikator:: 1828236004

URN:: urn:nbn:de:zbw-retromon-249926

Document type:: Monograph

Title:: Secretarial practice

Edition:: fourth edition

Place of publication:: Cambridge

Publisher:: W. Heffer & Sons Ltd

Year of publication:: 1930

Scope:: viii, 987 Seiten

Digitisation:: 2022

Collection:: Economics Books

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Chapter

Document type:: Monograph

Structure type:: Chapter

Title:: Chapter XXVII. Agenda and minutes

Collection:: Economics Books

Agenda Paper. 334 SECRETARIAL PRACTICE accurate record of the proceedings. Except as just men- tioned, a secretary should never, whether acting under the express instructions of a director or directors, or on his own initiative, alter minutes of meetings, either by striking out anything or adding anything [Cawley & Co. (188g), 42 Ch. D., at p. 226]. Formerly it was customary to keep an agenda book, but that course has disadvantages, and it is preferable to have the agenda prepared on separate sheets of paper, with the various items for consideration appearing on the left- hand side, leaving a large right-hand margin upon which the chairman may write any notes he desires of the decisions arrived at. It is the secretary’s duty to prepare the agenda paper, and he will keep a file in which he will put all letters and other documents coming into his possession between meetings which require the attention of the board. In preparing an agenda the secretary should read through the minutes of the last meeting to see whether any matters which were then discussed were ordered to stand over until the next meeting. He should also read through the agenda paper of the last meeting to see whether any matter was mentioned thereon, but was not incorporated in the minutes. The order of business is often prescribed by rules, but in all cases (unless it is necessary to elect a chairman of the meeting) the first item on the agenda should be to read and sign the minutes of the previous meeting. It will generally be found advisable at a board meeting of a company to consider the cash position next subject to any prescribed order. The company’s cash book or a statement of the cash position should be produced together with the pass book, and a certificate should be obtained from the bankers, made up to the close of business on the preceding day, show- ing the balance on deposit and current accounts. Continuing with the board meeting example, the routine business, such as the passing of share transfers (unless authority to pass transfers has been delegated to a Committee), the con- sideration of departmental reports and other matters which are not likely to give rise to much discussion, should be taken a as a rule at the commencement of the proceedings. It is sometimes found expedient, with a view to saving time, to circulate the agenda paper among the directors a day or two before the meeting, with explanatory memoranda by the secretary on any matters which are not self-explanatory, together with copies of any important letters which require consideration. If any of the matters to be considered are of a

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