Agenda and Minutes of the Meeting

AGENDA & MINUTES OF THE MEETING

Whenever a formal meeting is held, Agenda and Minutes of the Meeting are important documents.

1. Agenda is the list of items to be discussed in the meeting. It is usually circulated to the members concerned before the meeting, so that they could prepare for the meeting and attend.

2. Minutes of the meeting documents the key ideas discussed and action plan arrived at during the meeting, so that all the members concerned are apprised about the proceedings in a nutshell.

Unbiased presentation of the minutes in reported speech is a must. Finally the chair person endorses it with his/her signature.

Read the following passage and do the task given below it:

POLLUTION CONCERN

April 22 is celebrated as Earth Day world over. But the ambience and quality of air in cities is causing alarm. The Total Suspended Particulate Matter, when monitored, is found to be very high compared to the Respirable Suspended Particle Matter (RSPM) which is 51 mcg/cm (microgram per cubic metre). To combat this, the State Government has drafted an integrated Common Minimum Programme (CMP) to improve the deteriorating quality of air. A few recommendations are

• Introduction of one percent benzene - mixed petrol and switch over to LPG.

• Augmentation of the Public transport and reducing the use of private vehicles.

• Phasing out grossly polluting vehicles and prohibiting movement of heavy goods vehicles on city roads.

• Setting up emission testing centres and upgrading existing centres to computerized ones.

• Checking illegal sale of adulterated vehicle fuel. Carbon emissions, if brought under check, will help reduce all respiratory problems among the urban road users.

TASK

Imagine that you were present at the meeting between the officer in the Environment Pollution (Prevention and Control) Authority (EPCA) and the Transport Department Authorities regarding air pollution. Write the minutes of the discussion.

• Mention the title with date, time and venue.

• Names of the chairperson and those present.

• Important points discussed.

• Action plan recommended.

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The format and outline is given for your help.

Minutes of the meeting held on 22nd March 2025 at 3 p.m. in the Secretariat.

Chair person :

Members present :

Members absent :

Special invitees :