Provisions on the eve of the general meeting , which is necessary for the proper preparation and execution of the protocol meeting : prepare the agenda, make and collect all the necessary documents, inform the participants of the general meeting date, time, place., send this to all the participants the necessary materials, reference information relating to the proceedings at the General Meeting of questions, conduct the registration of participants of the meeting .It should be noted that the drawing up of a protocol meeting - it's the responsible thing, his writing and design must comply with the legislation of the Russian Federation, the statutory documents of legal entities and guests.
Solve the issue of registration of minut
es of the general meeting , what will it be long or short.The full minutes of all recorded by participants meeting .A summary indicate only the names of speakers and the theme of the meeting, at which they performed.The decision on the form of a protocol (full or short) is received chairman meeting or determined by regulations of this meeting .
Specify the protocol of general meeting the following information: the time and place of the meeting ;the number of votes at the meeting and the number of votes of all shareholders, even if they are not present at the meeting, in the preparation of the minutes of the meeting enter names, names of the members of the presidium and the presiding officer, make a note in the minutes of the agenda;check the main points of the speakers, their answers to the questions asked;specify the issues on which the vote was taken and the results of these polls - number of votes "for" and "against";Clearly define and record the decisions taken by the general meeting;signed minutes of the general meeting its Chairman and Secretary, and then surrenders in archives of the Organization.
Tip 2: How to draw up reports and decisions
important decisions taken at the meeting, the meeting or the meeting must be recorded in the minutes so that it was possible to take them for execution.To do this, you must first properly arrange the protocol, with great attention to both form and content of the document.Although there is no single form here has its own characteristics.
Prepare sheets of A4 paper or letterhead organization (for internal documents).This saves you from having to manually enter full details (name, address, and so forth.).In the central top of the sheet immediately write the "Protocol", and underneath, in smaller type, briefly describe the essence - the main theme of the meeting.Specify the date and venue of the event.Now start filling the mandatory introduction, which deals with the transfer of the meeting participants directly involved in the adoption of common solutions.
write at the beginning of last name, first name and position lead (chairman of the meeting).In the same format data call Secretary captures the proceedings.Next, in the "Attendees" list all those who took part in the meeting (name, position).In the case of a large number of participants, a list of which will not fit on the page, enter the total number and attach a complete list in a separate document.Do not forget at the end of protocol to make a reference to it in the "Appendix".The next block in the report place the section "Agenda".Here, in a numbered list, list all of the issues to be considered at this meeting.
filling a substantial part of the Protocol, in strict accordance with the procedures specified in the agenda.Each item must contain three sections.In the first of which ("listen"), the text of the reports and be sure to include the names and initials, as well as the position of the speaker.In the section "perform" in a similar format, specify the other participants, who took the floor during the debate.In the next section titled "Resolved" Bring solutions , which were adopted at the hearing, indicate the number of votes cast "against", "for" or "abstained".Next, place the signature of chairman of the meeting and the secretary.
protocol can be drawn up later, after the meeting, based on the transcript.In this case, it should be noted this fact in the text of the protocol and make a transcript.