BY: G.P. MBUGUA AG. DEPUTY REGISTRAR, R&T. MEETINGS Definition: A meeting may be defined as the coming together of at least two persons for any lawful.

BY:

G.P. MBUGUAAG. DEPUTY REGISTRAR, R&T

MEETINGS

Definition:

A meeting may be defined as the coming together of at least two persons for any lawful purpose

Friday, April 21, 2023 2

REQUISITES OF A VALID MEETINGThe validity of a meeting may be questioned for a

number of reasons.

In order to ensure that the decisions made are not subsequently nullified, the convenors must conform to certain basic requirements:

a) A meeting must be properly convenedb) It must be properly constitutedc) It must be held in accordance with the rules

governing the meeting


a) Failure to properly convene

This may arise due to:

i. Omission to send a notice to every person entitled to attend

ii. Inadequate short notice

iii. Ambiguity of notice

iv. Omission to state important contents

v. Unauthorized issuance of notice


b) Failure to ensure that it is properly constituted

i. Irregularity of Chairman’s appointmentii. Absence of a quorum:

Failure to muster a quorum Failure to maintain a quorum during the

meeting


c) Failure to hold a meeting in accordance with the regulations governing the meeting

A meeting must be held in accordance with the rules governing the meeting

THE AGENDA

The word “agenda” means “things to be done”.

FORMS OF AGENDA

a) A “skeleton” form of agendab) A detailed form of agendac) Chairman’s copy of the agenda


CONTENTS OF AGENDAa) Heading

Kind of a meeting Where meeting is to be held When meeting is to be held

b) Arrangement of items

Order must be logical


c) Items of business

No business to be included unless it comes within the scope of the meeting

d) Ease of reference

Contents ought to be sufficiently clear and explicit to enable members understand the business to be dealt with.

Agenda must be numbered. Provide headings and sub-headings to show

the subjects to be dealt with.


PREPARATION OF THE AGENDAa) Ensure that no relevant items of business are

omitted:

Consult with the Chairman and any other officials who may have business to transact

Refer to minutes of the previous meeting for any items which were then deferred

Keep a special file for documents such as reports and correspondence, which are likely to be required in the meeting.

b) Refer to the rules governing the meetingFriday, April 21, 2023 9

NOTICESConvening of meetings:

a)Preparing the notice of the meeting

b)Dispatching the notices to all persons entitled to attend the meeting


DEFINITION OF A NOTICENotice is a method of communication adopted by the convenor to summon the meeting of all persons entitled to attend.

Notices may be:

VerbalPressNotice boardBroadcast


CONTENTS OF A NOTICE

a) Place of the meetingb) Date, day and time of the meetingc) Business to be transactedd) Provide details of the business to be

transacted – reports, briefs, etc.e) Kind of meetingf) Date of noticeg) Signature of the convenor


ENTITLEMENT TO NOTICE

A notice must be given to ALL persons entitled to attend a meeting.

Validity of a meeting may be questioned if notice is not sent.

Exceptions:

Where the rules provide for waiver of notice Where all persons entitled to attend are present without

notice Where those summoned to attend are beyond summoning

distance e.g. where they are abroad Friday, April 21, 2023 13

AUTHORITY TO CONVENEOnly persons authorized to do so may call a

meeting

PERIOD OF NOTICE

It is usually provided in the rules.

Where it is not provided for, the period must be “reasonable”.


FAILURE TO CONVENE A MEETINGThis may arise due to:-

a) Omission to send a noticeb) Inadequate noticec) Ambiguity of noticed) Omission of important contentse) Unauthorized issue of notice


QUORUMThis may be defined as the minimum number of

persons entitled to be present at a meeting which the regulations require to be present in order that the business of the meeting is validly transacted.

A casual meeting of sufficient numbers to constitute a quorum does NOT constitute a valid meeting.

Absence of a quorum may arise due to:Failure to muster a quorumFailure to maintain a quorum


MINUTES

Definition:

Minutes may be defined as a written record of the business transacted at a meeting.


CONTENTS OF MINUTESi. Name of the body – e.g. University of Nairobi

ii. Kind of meeting – Tender meeting, Council meetingiii. Place of the meeting

iv. Date, day and time of the meeting

v. Names of those present including those “in attendance” – i.e. those invited and ex efficio and not as members.

vi. Records of decisions taken and resolutions passed (minutes of resolutions)


vii) Records of items of business which do not require formal resolutions (minutes of narration).

viii)Names of proposers and seconders.

ix) Serial numbers – each item of the minutes is serially numbered. This may be useful where cross indexing of minutes according to the subject matter.

x) Chairman’s signature


ESSENTIALS OF GOOD MINUTE WRITINGa) Authentic – Minutes must give a precise account

of the proceedings of a meeting as they may be required in court.

b) Complete – They must have sufficient detail to enable a person who was not present at the meeting understand fully what business was transacted.

c) Concise – Minutes must be as brief as possible but completeness must not be sacrificed for the sake of conciseness.


d) Free of ambiguity :

Dates, numbers, amounts, quantities, etc must be clearly stated.

Documents must be clearly identified e.g. by number.

Officials and persons concerned with taking decisions, giving or receiving instructions must be named so as to ensure certainty.

Past tense – minutes, being records of what was done and decided must be written in the past tense.

Once minutes are written, they must be taken to the Chairman to approve for issue and then circulated to members.


READING OF MINUTES IN THE NEXT MEETINGNot compulsoryOften “taken as read”

APPROVAL OF MINUTESAfter the minutes are read (or taken as read), a

motion is put to the meeting recommending their adoption as a true record of the proceedings which they refer.

If approved, they are then signed by the Chairman.


ALTERATION OF MINUTES

Once minutes are approved by the Chairman for issue, they cannot be changed.

Any errors subsequently discovered should be dealt with formally in the next meeting.


CONSEQUENCES OF WRITING POOR MINUTESi. Members cannot remember or recognize

What was decided in a meeting What was accomplished at the meeting What was agreed to in terms of next steps i.e. action

items

ii. When members cannot remember these items, they may end up going in different directions and meet again for the same purpose.

iii. Where there is a dispute and matters end up in court, we may not have evidence.


TIPS ON WRITING EFFECTIVE MUNITESTo ensure that you write effectively, make sure that good notes are taken and minutes address the following:

i. When was the meetingii. Who attendediii. Who did not attendiv. What topics were discussedv. What was decidedvi. What actions were agreed uponvii. Who is to complete the actionviii. What materials were distributed at the meetingix. Is there anything special that the reader of the meeting

should know or do?x. Is a follow-up meeting scheduled? If so, when, where and

why?


Minutes must have headings and written in simple, clear sentences.

Use positive language.

Write minutes soon after the meeting (preferably within 48 hours).

Don’t include information which will embarrass anyone e.g. ….then Michael shed tears…

Don’t use “he said” “she said”.


THANK YOU


BY: G.P. MBUGUA AG. DEPUTY REGISTRAR, R&T. MEETINGS Definition: A meeting may be defined as the coming together of at least two persons for any lawful.

Documents

meetingwhere meeting

previous meeting

heldwhen meeting

meetinga meeting

conveneonly persons

noticea notice

relevant items of business

items of businessno