A protocol of a meeting labor collective- this is one of the types of organizational and administrative documents, reflecting information on the course of discussion of some management issues, fixing the course of discussion of issues and decision-making at meetings. Contains an operative part, is used to document standing meetings.
The minutes of the meeting of the labor collective must necessarily include: the name of the institution (organization of the enterprise), the type of document (protocol), the place for affixing the index of the document, the date, the place of drawing up the protocol (geographical point), the title to the text. Thus, the title looks like:
Limited Liability Company "________________"
P R O T O K O L
Moscow
Also, in the introductory part of the minutes, after the title, the names and initials of the chairman and secretary of the meeting are indicated; the title of the position can be omitted.
Then, on a new line, print the word "Attended:" structural unit) without specifying positions. If officials from outside organizations are present at the meeting, the word “Invited:” is printed on a new line in the minutes, as well as surnames, initials and positions indicating the organization of those invited to the meeting.
When drawing up the minutes of the extended meeting, the names of the participants are not listed, but their total number is indicated in figures.
The minutes are drawn up on the basis of the notes that were kept at the meeting by the secretary or a specially selected or appointed person performing his functions, manually or using a dictaphone. The secretary of the meeting must use the documents that have arisen in the course of its preparation - the agenda, lists of participants, texts of reports or speeches, draft decisions.
The date of the minutes is the date of the meeting! If the meeting of the labor collective lasted several days, then the date of the minutes includes the start and end dates, for example: 21-24.09.2000 or 21-24 September 2000. The number (registration index) of the minutes is the ordinal number of the meeting. The minutes are numbered within the calendar year or the term of office of the collegial body.
The next paragraph indicates a list of issues to be discussed. It begins with the words “Agenda”. The agenda contains a list of issues that are discussed at the meeting, and fixes the sequence of their discussion and the names of speakers (speakers).
The agenda of the meeting of the work collective, as a rule, is drawn up in advance and should include the optimal number of issues that can be considered and discussed at the meeting. A correctly drawn up agenda allows you to correctly plan a meeting, to achieve the greatest efficiency from this type of activity. The inclusion of several major issues on the agenda (or a large number small) leads to a delay in the meeting, loss of time for its participants, and a decrease in the quality of decisions. Therefore, it is not recommended to include in the agenda an item “Miscellaneous”, the discussion of which may take a lot of time.
The main part of the minutes of the meeting consists of several sections, each of which relates to a corresponding item on the agenda. Each section consists of three parts: “HEARD”, “SPEAKED”, “DECIDED” (or “DECIDED”), in each of these parts a recording of the speech of the main speaker, participants in the discussion of the issue and the operative part formulating the decision of the meeting are highlighted. Each surname and initials of the speaker are printed on a new line from the paragraph in the nominative case. Questions to the speaker or speakers are entered into the minutes in the order they are received, each question is printed with a red line. Surnames are allowed not to be indicated.
The decisions worked out at the meeting are entered into the minutes after the word “DECIDED” (or “DECIDED”). The decision is taken collectively, which often involves voting by the participants. However, in management practice, the voting results are usually not reflected in the protocols. If such a need arises, then the voting results are indicated separately for each item of the decision. For example, “Unanimously” or “For - 14, against - 1, abstained - 3”.
The minutes are drawn up by the secretary of the meeting, reprinting the text, editing it and agreeing with the chairman of the meeting or the head of the structural unit. The protocol acquires legal force only in the presence of two signatures - the chairman and the secretary.
The first copy of the protocol is signed, which is filed by the secretary in the case and kept in accordance with the period determined by the nomenclature of cases. However, there are often cases when an employee needs to submit a decision made to another organization (or structural unit). In this case, an extract from the protocol is drawn up.
An extract from the minutes is an exact copy of a part of the text of the original minutes related to the issue on the agenda for which the extract is being prepared. At the same time, they reproduce all the details of the form, the introductory part of the text, the agenda item for which the extract is being prepared, and the text reflecting the discussion of the issue and the decision taken. The header looks like this:
Limited Liability Company "_______________"
EXTRACT FROM THE PROTOCOL
labor collective meetings
07.02.2011 ________________________________________________ № 1
Moscow
An extract from the minutes is signed only by the secretary, who also draws up the certification inscription. It consists of the word “True”, an indication of the position of the person certifying the copy (extract), personal signature, surname, initials and date. If the extract is given for submission to another organization, then it is certified by a seal.
Office work at any enterprise (organization) provides for the creation, correct design and keeping records of the required documents. This function is usually imputed to or one of the employees of the personnel department. Among other papers, the protocol is considered one of the most important organizational and administrative documents. How and why is it compiled? These questions must be answered gradually.
Organization of the meeting and drawing up minutes
Practically, the protocol (meeting, conference, seminar) is a document that reflects the sequence of discussion of the issues under consideration, is recorded decisions taken and the terms of their execution have been determined. the work collective is usually led by the secretary of the meeting. He then draws up it accordingly and submits it to the chairman for signature. The mechanism of the entire procedure for organizing and conducting a meeting is quite simple. First you need to spend preparatory work... The secretary is in charge of this. He must:
- Agree with the management of the agenda. Several questions are usually brought up for discussion. The secretary determines the sequence of their discussion, taking into account the approved regulations. Then it is necessary to familiarize all participants of the meeting and invited persons with the agenda.
- Prepare a registration sheet. The secretary draws up this document in order to subsequently enter the number of participants in the protocol.
- Distribute among the participants the theses of speeches and reference literature (graphs, tables, economic calculations). The secretary should replicate the available documents and distribute them to everyone present.
- Maintain a detailed record of the meeting progress.
- To arrange accordingly at the end of the meeting of the labor collective and submit it for review and approval to the chairman (head of the enterprise).
Such a document is drawn up in accordance with a certain GOST. The minutes of the meeting of the labor collective, like any other, consists of several parts:
1. Header. It contains:
- the name of the organization (JSC "Khimplast");
- type (name) of the document ("Protocol");
- date and number;
- place of the meeting (drawing up minutes);
- heading ("Meetings of the labor collective").
2. Introductory. Here it is indicated: the full name of the chairman of the meeting, his secretary, as well as those present and invited. For example:
Chairman - Mikhailov S.M.
Secretary - Ivanov I.I.
Present: Sidorov A.R., Koshkin S.T.
Invited persons: Director of LLC "Rus" Petrov N. K., Commercial Director of the company "Color" Semenov T. D.
If the number of employees present in the hall is more than 15 people, then only their total number based on the registration sheet.
3. Main. It must contain 3 components:
- who was "listened to";
- at the meeting "Speaks";
- that in the end, "Decided" ("Decided").
4. Registration. The minutes of the meeting of the labor collective ends with the signatures of the chairman and the secretary indicating the full name and position.
It usually takes some time to process all records, but no more than 5 days. After signing, the minutes of the meeting of the labor collective takes full legal force. Then it must be brought to the attention of all members of the team. To do this, make a copy of it and give it to the workers along with an acquaintance sheet.
Different variants
Drawing up the minutes of the meeting of the labor collective, the secretary chooses the sample independently. If the agenda includes questions about the creation of various commissions and the approval of their composition, then it would be more correct to slightly modify the main part. A more logical and understandable option will consist of the following parts:
- “Offered to be elected”;
- "Voted: for__, against__, abstained__";
- "The decision was made".
In this form, the essence of the elections held and the procedure for discussing candidates will be clearer. The rest of the document can be left unchanged.
In a narrow circle
You can consider an example of the minutes of a meeting of a labor collective, which is attended exclusively by employees of the enterprise. In this case, there is no need to indicate the "invited" persons, and this paragraph is simply abolished. And if at such a meeting only one issue is considered, then the document is executed in a simplified version. For review, there is no need to distribute copies to everyone present. In this case, the task can be simplified. The secretary can make an extract from the minutes and post it on the notice board. There the results of the meeting can be viewed by all interested members of the team, including those who could not attend it in person. Such paper will be a complete copy of the original document, excluding the signature of the chairman. Instead, there will be a confirmation inscription made by the secretary.
SAMPLE LABOR MEETING PROTOCOLNote:
Highlighted text in green replace with the appropriate one. Fill the gaps "______". After completing the protocol, remove the color highlight;
Send the protocol in electronic form to the addresspta@ bti. secna. ruand in paper (1 copy) - to transfer to Pavlova T.A. in the office. 211B until 11:00 on 04.10. 2012.
In order to delete the notes in the right part of the text of the sample minutes of the TC meeting, right-click on the note and select the command - "Delete note" from the drop-down list.
PROTOCOL NO. ___
general meeting employees ____________
Biysk city "____" __________ 20___
Payroll: _____ people.
Established: ______ people, including:
External part-timers: _____ people
Attended by: ____ people.
Note: The decision on the election of delegates to the Conference of the labor collective of BTI AltSTU is valid if at least 2/3 of the payroll of employees (students) of departments took part in the voting. The decision is taken by a simple majority of votes.
The participants present form the required quorum. The meeting is competent to make any decisions.
Listened:
Ivanov I.I. : to conduct the meeting, it is necessary to elect a chairman and a secretary of the meeting. I propose to elect O.V. Petrov as the chairman of the meeting, A.S. Smirnova as the secretary.
Voted by:
"For" - ____, "against" - ______, "abstaining" - ____.
Decided:
O.V. Petrov was elected as the Chairman of the meeting.
Smirnova A was elected secretary of the meeting .
WITH .
AGENDA:
Election of delegates to the Conference of the labor collective of BTI AltSTU on 05.10.2012 on the election of a representative body for collective bargaining on behalf of all employees, development of a draft collective agreement, preparation and holding of a conference of the labor collective for the conclusion of a collective agreement for 2012 - 2014.
Election of delegates to the Conference of the labor collective of BTI AltSTU on May 26, 2012. on the adoption of the Collective Agreement for 2012-2015;
Chairman of the meeting O.V. Petrov put to a vote the issue of approving the meeting agenda.
Voted by:
"For" - ____, "against" - ______, "abstaining" - ____.
The meeting agenda was approved.
Listened to the agenda:
On the first question:
We listened to Ivanov I.I., who said that on October 05, 2012 at the BTI AltSTU a conference of the labor collective of the BTI AltSTU will be held on the election of a representative body for collective bargaining on behalf of all employees, the development of a draft collective agreement, the preparation and holding of a conference of the labor collective for conclusion of a collective agreement for 2012 - 2015, for which it is necessary to elect delegates in accordance with the norm of representation approved by the Academic Council on October 01, 2012. Thus, _______ delegates must be selected from ______________. It was proposed to hold an open vote.
Voted by:
Decided: To delegate to the Conference of the labor collective of BTI AltSTU on October 5, 2012 - ___ people:
On the second question:
We listened to Ivanov I.I., who said that on October 26, 2012, the BTI AltSTU will host a conference of the labor collective of the BTI AltSTU on the adoption of the Collective Agreement for 2012-2015, for which it is necessary to elect delegates in accordance with the representation norm approved by the Academic Council on October 01 2012. Therefore, _______ delegates must be selected from ______________. It was proposed to hold an open vote.
The following _____ nominees for delegates to the Conference are proposed:
1. Kuznetsov M.V. - head of department (management) (proposal of Petrova O.V.);
2. Malov I.G. - deputy. the head of the department (department) (proposal of N.A. Zemtsova);
3. Stepanova I.N. - engineer (proposal of L.P. Cherkasova);
4. Razin A.A. - specialist (proposal of Bobrov M.V.)
There were no other suggestions.
Voted by:
1. Kuznetsov M.V. - for - ___ people, against - ___, abstaining - ___;
2. Malov I.G. - for - ___ people, against - ___, abstaining - ___;
3. Stepanova I.N. - for - ___ people, against - ___, abstaining - ___;
4. Razin A.A. - for - ___ people, against - ___, abstaining - ___;
Decided: To delegate to the Conference of the labor collective of BTI AltSTU on October 26, 2012 - ___ people: Kuznetsova M.V., Malova I.G., Stepanov I.N., Razina A.A.
In connection with the consideration of all issues on the agenda, the meeting is declared closed.
Chairman of the meeting O.V. Petrov
Meeting Secretary A.S. Smirnova
Workforce Council in organizations or institutions is the representative body of self-government of the collective of employees of the institution. It is a permanent elected body that functions on behalf of all employees of a given organization. the main objective labor council of the collective - decision-making between the head and employees of the organization. Tasks - ensuring the interaction of the administrative apparatus of the institution with its labor collective, its individual members and other public organizations.
Is it obligatory to create a labor council at the institution? It is not necessary, but if it is created, then all accepted and approved documents of the organization, especially those concerning changes in reporting forms of documentation, provisions on remuneration, internal regulations and some others, must be agreed upon at a meeting of the labor collective before approval and adoption.
Can the director of the institution stop the work of the labor council? Yes, by issuing an appropriate order to terminate its functions. I must say that all decisions of the labor council of the collective are of a preventive and recommendatory nature, the last word always behind the head of the organization.
On the letterhead of the organization, a simple order is written on the main activity in approximately the following way:
“In order to improve the efficiency of the institution's activities, I can order:
- Create a workforce council at the institution.
- I leave control over the execution of the order to the deputy director.
Director I.O. Surname.
Remember:
The council is first created. Then the Regulations about him are developed, at the meeting of the council it is agreed with its chairman.
Here, the order of registration is somewhat different from.
At the first meeting of the work collective, the director of the institution or one of the activists of the organization make a proposal (order) to create a council, if this is supported by a vote, then they elect the chairman of the council (he can be neither the head of the organization, nor his deputy) and appoint or elect a secretary ... The secretary, together with the chairman of the council, develop a regulation on the labor council of the collective, which is then submitted for collective discussion and approval.
Here we will consider an approximate example of the position of the council of the work collective of an institution (organization). The regulations prescribe the goals, objectives, functions, the procedure for the work of the labor council, the procedure for electing the chairman, election of the secretary, and this also includes the competence, rights and powers of the members of the labor collective council.
The head of the document is presented in two columnar style from left to right:
AGREED: Chairman of the labor collective council ___________ I.O. Surname
"____" __________ 2017
APPROVED: Director of the Institution (Organization) ___________ First name Last name
"____" __________ 2017
Retreat….
Now in your organization the overwhelming majority of newly adopted documents and changes to existing ones will be in the cap with the approval of the council before "Approved".
Regulation "On the council of the labor collective of the" Enterprise "
General Provisions
1.1. This provision regulates the activities of the Labor Collective Council (hereinafter referred to as the Council), which is the representative body of self-government of the labor collective “FULL NAME OF THE ORGANIZATION OR ABBREVIATED” (hereinafter referred to as the Institution).
1.2. The Council is an elected, permanent body, performing its functions on behalf of the entire workforce of the Institution.
1.3. In the conditions of the functioning of the Council, interaction of the general management of the Institution with the labor collective of the Institution, individual members of the collective of the Institution, as well as with other public organizations is ensured.
1.4. The Council is created for the purpose of making decisions between the Employer (director) and employees of the Institution.
2.1. The number and composition of the representation in the Council are determined by the general meeting of the labor collective, but no more than two people from structural divisions.
2.2. The term of office of the Council is three years.
2.3. The members of the Council are elected by the general meeting of the labor collective by secret or open ballot (“for”, “against”, abstained ”).
2.4. The Director of the Institution cannot be a member of the Council, however, he can attend the meetings of the Council.
2.5. Members of the Council work on a voluntary basis.
2.6. The Council has an internal structure, the main elements of which are: the chairman, his deputy, secretary, working commissions.
2.7. The Chairman of the Council is elected at a general meeting of the labor collective from candidates elected to the Council by secret or open ballot.
2.8. In the absence of the Chairman of the Council, his functions are performed by the Deputy Chairman of the Council, elected by the members of the Council, by a majority of votes.
2.9. To carry out current activities, the members of the Council elect from among their members a secretary who carries out office work, keeps minutes of meetings.
2.10. The Chairman conducts organizational, operational work on current issues, organizes the activities of the Council during its meeting. Organizes a work plan, submits it for approval by the Council. Ensures the publicity of the work of the Council and the implementation of its decisions. Proposes to the Council for approval the candidatures of his deputy and secretary. Reports to the general meeting of the labor collective the results of the Council's activities at least once a year.
2.11. Members of the labor collective, including members of the general management of the Institution, have the right to attend meetings of the Council with the right of an advisory vote.
2.12. The date, time, agenda of the meeting of the Council are brought to the notice of the members of the Council and the work collective no later than 3 days before the meeting.
2.13. Meetings of the Council are held at least once a quarter.
2.14. The Council works according to the developed and adopted work plan, which is consistent with the general meeting of the labor collective and the head of the Institution.
2.15. The Council is authorized to make decisions if at least half of its members are present at the meeting. Decisions are taken by a simple majority of votes.
3.1. Agrees: local acts governing the procedure and terms of remuneration, incentive payments to employees of the Institution; regulations on the board of honor, on the certificate of honor and letter of thanks, and other regulatory documents governing the main activities of the Institution.
3.2. Takes part in control and organization safe environment labor, observance of sanitary and hygienic rules and regulations, fire-prevention and anti-terrorist measures, labor protection standards.
3.3. Assists the general management of the Institution in improving the working conditions of the members of the labor collective, in protecting the legal rights and interests, protecting the life and health of employees.
3.4. Rendering assistance and control to the general management of the Institution in matters of strengthening the labor discipline of employees and their observance of official duties.
3.5. Participation in solving problems related to the activities of the Institution.
3.6. Assists the general management of the Institution in planning general meetings of the labor collective.
3.7. Participation in the investigation of accidents.
3.8. Carries out other activities within its competence.
In accordance with the competence established by this regulation, the Council has the right:
4.1. To a reasoned opinion on local regulations: internal labor regulations; regulations on remuneration and material incentives for employees; vacation schedule; orders for rewarding employees; other documents containing labor law norms.
4.2. Make proposals to the general management of the Institution and receive information on the results of their reviews.
4.3. Involve any member of the team in their work, request information on the issues under consideration, issue individual tasks.
4.4. The decisions of the Council can be canceled by the general meeting of the labor collective.
4.5. The decisions made by the Council within its competence are binding on all employees of the Institution.
4.6. In case of failure to fulfill his duties, loss of the trust of the collective, a member of the Council may be deprived of his powers. The decision to recall a member of the Council is made by the general meeting of the labor collective.
4.7. Council members are required to attend Council meetings.
Office work
5.1. Meetings of the Council are drawn up in minutes.
5.2. The minutes record: the date of the event; quantitative presence of members of the Council; invitees (name, position); agenda; the course of discussion of issues; suggestions, recommendations, remarks, solutions.
5.3. The minutes are signed by the chairman and secretary of the Council.
5.4. The protocols are numbered from the beginning of the calendar year.
5.5. Responsibility for the administration of the Council rests with the chairman and the secretary.
Sample minutes of a meeting (meeting)
The minutes of the meeting are kept by the secretary of the council of the labor collective, with the prescription of the date, place, number of the meeting, who is the chairman and secretary, the composition of the present council members, other persons, as well as the agenda.
The entire course of the meeting is written in detail point by point. Who was listened to, who spoke, what was decided. At the end of the minutes, it is advisable to make all decisions of the council meeting separately. At the bottom, the document is signed by the chairman and secretary. You can see this in the example.
Work plan for the next year
Written at the end of the year, agreed with the chairman of the labor council of the collective, approved by the director of the institution. It is a listing of the main events planned in the institution, the dates and place of their holding, as well as the responsible executors.
But, nevertheless, there may not be a work plan for the next year, because it is impossible to take into account all the main topics of the meetings. Here everything is written approximately.
Annual report (semi-annual)
The activities of the council of the organization's collective are represented by a simple listing of council meetings: date, place, number of the meeting (quantitative). All decisions (resolutions) taken at the meetings are written in detail.
Appendix No. 1
Sample minutes of the general meeting
PROTOCOL*
general meeting of employees
___________________________________
(name of company)
_____________ №______
G. __________
Total employees of the organization ______ people
________ people are present at the meeting ** (list attached).
AGENDA
1. On the election of the chairman and secretary of the general meeting of employees.
2. On the election of the counting commission for the secret ballot.
3. On the election of a representative body of employees to represent the interests of employees when considering and resolving a collective labor dispute between employees and the employer at the local level.
(or"On empowering the trade union committee, uniting less than half of the employees, to represent the interests of all employees when considering and resolving a collective labor dispute between employees and the employer at the local level")
4. On approval of the requirements of employees to the employer.
1. LISTENED:
Full name, position of rapporteur - proposed to elect ( FULL NAME. candidate) the chairman and ( FULL NAME. candidate) the secretary of the general meeting of employees.
DECIDED:
1.1. To elect ____________ (full name, position) as chairman of the meeting, ____________________ (full name, position) as secretary.
The chairman of the meeting proposed to approve the rules of the meeting:
Decisions are made by a majority of votes by open vote (with the exception of secret ballot on the issue of electing the composition of the representative body).
Elect a representative body of workers (for example, a committee for the consideration and resolution of a collective labor dispute) consisting of ___ people.
Allow time for each speaker to nominate and discuss candidates - up to 2 (5 minutes).
Other procedural issues.
"for" - _______ people; "against" - _______ people; abstained - _____ people
2. HEARD:
Full name, position of rapporteur - proposed to elect a counting commission consisting of 3 people to hold a secret ballot for the election of a representative body of workers:
_________________________________________
Instruct the counting commission to organize a secret ballot procedure and vote counting.
Voted by:
"for" - _______ people; "against" - _______ people; abstained - _____ people
DECIDED:
_________________________________________
_________________________________________
2.2. Instruct the counting commission to organize a secret ballot procedure and vote counting.
3. HEARD:
Option 1 - election of a representative body of workers:
Full name, position of speaker - proposed to nominate the following candidates to the representative body of workers:
________________________________________ (Full name - position)
_________________________________________
_________________________________________
SPEAKED BY:
Full name, position of the speaker - with proposals on candidates for the composition of the representative body of employees.
The following candidates were included in the ballot for the secret ballot:
________________________________________ (Full name - position)
_________________________________________
_________________________________________
DECIDED:
________________________________________ (Full name - position)
_________________________________________
_________________________________________
It is advisable to determine the chairman of the created body.
3.2. Empower the representative body of employees with the authority to represent the interests of all employees when considering and resolving a collective labor dispute between employees and the employer at the local level.
Option 2 - empowering a trade union committee
3. HEARD:
Full name, position of speaker - proposed to empower the trade union committee, which unites less than half of the employees, with the authority to represent the interests of all employees when considering and resolving a collective labor dispute between employees and the employer at the local level.
DECIDED:
3.1. Based on the results of a secret ballot, authorize the trade union committee, uniting less than half of the employees, to represent the interests of all employees when considering and resolving a collective labor dispute between employees and the employer at the local level.
Full name, position of the speaker - proposed to put forward the following requirements of employees to the employer:
1._______________
2._______________
DECIDED:
To approve the following requirements of employees to the employer:
2._______________
4.2. Instruct _________ (full name) to send the employer the employees' demands approved at the general meeting.
4.3. If the employer refuses to fulfill the above requirements, instruct _________ (full name) to send the employer a proposal to form a conciliation commission, including representatives of employees (elected to the representative body or from the trade union committee):
________________
________________
________________
4. To grant the right to representatives of workers to participate in all conciliation procedures when considering a collective labor dispute, to make decisions on the settlement of a collective labor dispute, to conclude agreements with the right to sign.
Secretary (signature) I.O. Surname
Sample newsletter
| Bulletin name of company | Signatures of the members of the counting commission |
|
| Clarification of the procedure for filling out the ballot Put any sign in the empty box to the right of the names of the candidates in whose favor the selection was made. The sign can be placed in several squares. |
||
| | ||
| FULL NAME. candidate |
||
| FULL NAME. candidate |
||
| FULL NAME. candidate |
||
| FULL NAME. candidate |
||
| FULL NAME. candidate |
||
___________________
* If it is impossible to hold a general meeting of employees in organizations large in terms of the number of employees, or if structural divisions are located in different settlements, a conference of employees is held.
For the conference, delegates are elected from each structural unit of the organization (workshop, department, etc.) in proportion to the number of employees in each unit (for example, one delegate from 15 employees).
** A meeting of employees is considered competent if more than half of the employees are present. A conference is considered competent if attended by at least two thirds of the elected delegates.