Question

How do I write a meeting minutes of sharing fertilizer as a secretary

Answer 1

Below is a practical guide, a simple template, and a filled example you can adapt. Keep minutes clear, concise, and focused on decisions and action items.

What to include (key elements)
- Meeting title/purpose (e.g., “Fertilizer Sharing Meeting”)
- Date, time, location
- Chair/presiding person and minute-taker (secretary)
- Attendance: present / absent (and proxies if any)
- Agenda (short list)
- Summary of discussions (brief, factual — don’t record every word)
- Decisions/resolutions (what was agreed, including votes or motions)
- Action items: who, what, and deadline
- Financials or quantities agreed (if applicable)
- Next meeting date/time (if set)
- Adjournment time
- Prepared by / signature line

How to write (style tips)
- Use past tense and neutral, factual language.
- Record motions and outcomes: who moved, who seconded, and the result (approved/defeated).
- Highlight action items separately with responsible person and due date.
- Be concise: record decisions rather than long discussion details.
- Distribute minutes quickly (24–72 hours recommended) and keep a copy in records.

Simple template
- Meeting Title:
- Date:
- Time:
- Location:
- Called to order by:
- Chair:
- Secretary:
- Attendance: Present / Absent
- Agenda:
1)
2)
- Minutes of previous meeting: (approved / amended)
- Discussion / Summary:
- Item 1: short summary
- Item 2: short summary
- Decisions / Motions:
- Motion: [text] — Moved by [name], seconded by [name]. Result: [approved/rejected] (vote count if needed)
- Action Items:
- [Action] — Responsible: [name]. Deadline: [date].
- Financials / Quantities:
- Total fertilizer: [kg/bags]; Cost per bag: [amount]; Contribution: [who pays]
- Next meeting:
- Adjournment:
- Prepared by: [name, secretary], Date

Filled example (concise)
- Meeting Title: Community Fertilizer Sharing Meeting
- Date: 9 Oct 2025
- Time: 10:00 AM
- Location: Village Hall
- Called to order by: Mr. A. Kamau
- Chair: Mrs. L. Njeri
- Secretary: J. Otieno
- Attendance: Present — A. Kamau, L. Njeri, J. Otieno, P. Wanjiru, M. Okoth. Absent — S. Mwangi (apology)
- Agenda:
1) Allocation plan for 100 bags of NPK fertilizer donated by County
2) Transport and storage
3) Contribution policy for extra purchases
- Minutes of previous meeting: Approved as read.
- Discussion / Summary:
- Allocation: Group discussed fair distribution to 50 smallholder members. Options considered: equal shares, need-based priority.
- Transport/storage: Need to rent a truck and store in community shed. Cost estimates discussed.
- Contributions: Decided on voluntary contributions for any extra purchases; members unable to pay may get prioritized support.
- Decisions / Motions:
- Motion: Distribute fertilizer equally at 2 bags per registered member (50 members). Moved by L. Njeri, seconded by P. Wanjiru. Result: Approved unanimously.
- Motion: Hire J. Transport Ltd. for transport on 12 Oct at KSh 6,000. Moved by A. Kamau, seconded by M. Okoth. Result: Approved (4 for, 0 against, 1 abstention).
- Motion: Create a sign-in distribution sheet and issue receipts. Moved by J. Otieno, seconded by L. Njeri. Result: Approved unanimously.
- Action Items:
- Compile final members list and confirm 50 recipients — Responsible: J. Otieno. Deadline: 11 Oct 2025.
- Book transport with J. Transport Ltd. and arrange payment — Responsible: A. Kamau. Deadline: 11 Oct 2025.
- Prepare distribution sheet and receipts — Responsible: L. Njeri. Deadline: 12 Oct 2025.
- Arrange volunteers for distribution day (4 people) — Responsible: P. Wanjiru. Deadline: 12 Oct 2025.
- Financials / Quantities:
- Total fertilizer: 100 bags (NPK). Distribution: 2 bags x 50 members.
- Transport cost: KSh 6,000 to be split from community account.
- Next meeting: Follow-up / distribution review on 20 Oct 2025, 10:00 AM at Village Hall.
- Adjournment: Meeting adjourned at 11:05 AM.
- Prepared by: J. Otieno (Secretary), 9 Oct 2025

Quick circulation email (one-line template)
- Subject: Minutes — Fertilizer Sharing Meeting (9 Oct 2025)
- Body: Attached are the minutes from today’s meeting. Please review and reply with corrections by 11 Oct. Action item owners: please confirm when tasks are complete.

If you want, I can:
- create a ready-to-use editable template in Word or Google Docs format, or
- tailor the sample minutes to your specific meeting details (date, names, quantities).