Minutes of the Meeting

MINUTES OF THE MEETING:

Explanation

Minutes of the Meeting is called as MoM and it is usually a written record of the discussions in a meeting, decisions taken, resolutions adopted, allocation of work, etc. Usually, a stenographer or one of the participants will be noting down the points in order to maintain accountability and for future reference. MoM will always have the list of participants and absentees.

The purpose of the Minutes of a Meeting is to mainly record the points discussed and the allocation of work, so that follow-up actions can be taken.

Example 1:

Assume that you are the Secretary of the Computer Association of your college. You have to organize a Robot Exhibition on your college premises. You have to convene a meeting. Prepare Minutes for the same.

Minutes of the Meeting held on 31 January 2026

Date and Time: 31 January 2026 at 12.30 p.m.

Absent: Mr. Prashanth (Student Secretary)

Venue: Seminar Hall

Attendees: Mr. John Mony (HoD),

Ms. Kaveri Singh (Faculty-in-charge,

Ms Lata Bright, Mr. Logeshwaran (student representatives),

Ms. Emily Joseph (PS to the HoD)

• The agenda of the meeting was to organize a robot exhibition and attract crowd to witness the different robots available. The date for the exhibition was finalised as the 3rd Saturday of February 2026.

• It was to invite a top person from ISRO and the work related to inviting, arranging travel, accommodation was allotted to Dr. Jeevitha Kumar, Professor, Computer Science and Mr. Karthik, IV Year

• Robot selection, technical needs and safety aspects were assigned to Dr. Senthilnathan, Mr. Prabhakaran and Ms. Padmavathi (IV Year)

• Venue arrangement, Speaker arrangement, security will be taken care of by the Security Officer and representatives from the CSE Department

• Advertising and drawing crowds were arranged to Dr. Abdulla along with representatives from the student. Social Media can be used in a systematic way.

• Budget preparation and expenditure will be handled by the Finance Officer

• Next meeting was fixed on 3rd February 2026 with the initial progress report.

• Minutes Submitted: Ms Emily Joseph

Example 2:

Suppose you attended a meeting of your College environmental club. Write the grad minutes of the meeting. Give details of the date, time, venue, members who attended, 2004 topics discussed and the resolutions adopted in your minutes.

JJR College Environmental Club

Minutes of the meeting held on 15th February 2026

at the Seminar Hall, Civil Engg Dept.

Members Present :

                            Dr. K. Rani (Faculty in charge)

                            Dr. Nirmal Joshua (Faculty)

                            Mr. Sam Oshon (Student)

                            Mr. Krishna Kumar (Student) Ms. Julie David (Student)

                            Ms. Savithri (Student)

                            Ms. Renuka (Student)

The faculty in-charge Dr. K. Rani welcomed the members and briefed about the purpose of the club.

It was decided to have the formal inauguration of the club activities for the academic year in the month of March.

Suggestions were invited from the members regarding the various activities to be taken upon during the academic year. It was decided to conduct an awareness rally, a painting competition for school children, and planting of saplings. Mr. Nirmal Joshua was asked to coordinate these events with the help of the students. It was decided to create a website. Mr. Krishnakumar and Ms. Julie David took up the responsibility.

It was decided to have the next meeting in the following week to discuss the conduct of inaugural function.

The meeting ended up with a vote of thanks to the chair.

Exercise:

1. Assume that you are the Secretary of the Mechanical Association of your college. You have to organize a workshop related to Artificial Intelligence. You have circulated an agenda among the members. Prepare the Minutes of the Meeting at the end of the first meeting.

2. Prepare the Minutes of the Meeting as the Secretary for the Board of Directors of Isabel Civil Works about the conduct of Silver Jubile celebrations of the company. Invent necessary details.