PRELIMINARY ARRANGEMENTS:
          (a)   Preparation of  Draft Agenda
          (b)   Fixing up date, time & venue
          (c)   List of Participants
          (d)   Accommodation, transport & travel arrangements for participants , if 
                requested
      FINAL ARRANGEMENTS:
          (a)   Confirmation of date, venue & time  to participants
          (b)   Circulation of final agenda duly approved by members
          (c)   Circulation of List of Participants
          (d)   Confirmation of Accommodation, transport & travel arrangements to 
                participants, if requested
   SECRETARIES RESPONSIBILITIES RELATING TO MEETING:
    Circulation of the finalized agenda to each participants of the meeting well 
    in advance ( as per Indian Companies Act, 1956 – minimum 30 days in 
    advance)
    To ensure that the list of participants confirmed their participation or 
    request of leave of absence –  addendum, deletion or modification of 
    agenda to be tabled
    Confirmation of arrangements  of accommodation & travel with itenary of 
    the venue & climatic conditions – to bring suitable clothing
    Confirmation of the list of participants to hotels with time of arrival & 
    departure in writing
    Transport arrangements to pick up the participants from Air-Port, Rly.Stn 
    etc. & to drop them to their respective accommodation.  Give a list of 
    participants along with   date & time of  their arrival, travel plan, place of  
    accommodation & date & time of departure, in writing to Protocol Officer 
    & Driver. – A few copies of the Agenda should also be kept with them .
    ARRANGEMENT AT HE MEETING VENUE:
    Ensure interior decoration, carpets, curtains, furnitures, upholstery etc. 
     are clean and in order
    Lighting, fans, air-conditioners are in working order and alternative 
     arrangements, in case of electricity failure
    Ensure seating arrangements are  with elegance, comfortable
    Name plaques with participants’ name to be placed before their 
     respective place of sitting – with water glass covered
    Writing pas, ball pens, pencils or folders to be provided
    Keep extra copies of agenda, relevant notes, data, statement, rule book, if 
     to be referred to
    Refreshments – appropriate snacks with light beverages to provided
    Draw up menu  - vegetarian & non-vegetarian & arrange lunch/dinner 
     accordingly
    Display on the Meeting Board, the venue & time of the meeting & arrange 
     to welcome & direct the participants to the venue
   RECORDING OF MINUTES OF THE MEETING:
    Minutes  are  brief  records  of  the  proceedings  of  the  meeting  –  to  be 
    preserved for record of business transacted at a meeting
    As per Indian Companies Act, 1956, Annual General Meeting, Board of 
    Directors’ Meeting etc. recorded in the book maintained for the purpose – 
    within 30 days – dated & signed by the Chairman
   CHARACTERISTIC OF GOOD MINUTES:
    Should be precise & concise – but not give any room for confusion or 
    doubts subsequently
    To be written up, as soon as possible, after the end of the meeting
          – in past tense –
    Minutes of the Annual General Meeting & Board of Directors, Half Yearly 
    &  Quarterly  Meeting  should  be  written  within  30  days  conclusion  of   
    meeting as per provisions of Indian Companies Act,1956, duly dated & 
    signed by Chairman of Meeting
    Each meeting should be strictly recorded & circulated – to be ratified in 
    the next meeting -
   CIRCULATION:
    The minutes should be subsequently circulated to each participants, 
    authorities, deptts. of the Organization to implement the decisions arrived 
    at
    It should be indicated at the end of each item – as to  which authority or 
    individual executive is responsible to take action for implementation of the 
    decisions within the prescribed time limit- viz. a fortnight or a month, as 
    the case may be
    It is the responsibility of the Secretary concerned to follow up the actions 
    to be implemented & if any impediment – should be brought to his 
    executive/authority – to take corrective step, if any.
   ACTION TAKEN REPORT (ATR):
    As already mentioned, it is the responsibility of the Secretary to follow up 
    with the concerned authority to strictly implement the decisions taken
    If the ATR is not forthcoming within the time-limit – the concerned 
    authority should be advised to act upon without further loss of time
    In case they are encountering any genuine problem – it should be brought 
    to the notice of higher authorities – to mitigate/resolve the problem  & to 
    ensure the decision taken implemented in toto