Administration Manual - B.E.S.T. Undertaking.

1209
Secretarial Section. He, on receipt of the approved draft of the discussion part of the minutes
from Secretary inserts the same at the relevant pages of the minutes, he has kept ready with
him. He also keeps ready with him the resolutions of the various proposals passed in the
Committee meeting, according to their serial number. Thus complete minutes of the meeting
are compiled by him, alongwith resolution of each proposal with its respective serial number.
A set of the minutes so compiled in all respect, is then forwarded to the Deputy Secretary for
checking, verifying etc. who further sends the same to the Secretary for their perusal
and
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approval. The Secretary then sends the same to the General Manager and chairman for their
approval. The General Manager and Chairman make corrections, if necessary, in the minutes
prepared by the Secretary, sign the same and return to the Secretary for further necessary
action.
4. On receipt of the said minutes. duly approved by the General Manager and Chairman,
the Secretary forwards the same to O.A (Typing) for further action i.e. xeroxing and taking
out necessary copies of the same, etc. Generally, 38 sets of the minutes are prepared for
sending the same to Committee members and some of the Senior Executives of the
Undertaking.
5. The minutes completed in all respects are received by O.A. Typing from the Secretary.
The work of taking out copies and preparing the necessary sets of minutes is entrusted to O.A
Typing. He then attends the following :
a) He gives new serial numbers to the pages of minutes in confirmation of the earlier
minutes after cancelling the old numbers mentioned on the minutes
b) He then arranges to forward the minutes for xeroxing requisite no. of copies
c) On receipt of the xerox copies, the required no. of sets are prepared