The Secretariats are set up to provide administrative support and secretarial services.In 2024, a total of 780 meetings were convened. The meetings are generally conducted in Cantonese. Each meeting lasts for 2 hours on average and can last for over 4 hours. The minutes of meeting are prepared in Chinese. A junior staff first drafts the minutes by typing the text according to the meeting audio recordings. Senior staff proof-reads the draft minutes before circulating the draft minutes for attendees’ comments.
The finalised minutes are put forward for approval at the subsequent meeting. Secretariats allocate a substantial amount of manpower to prepare the minutes of meeting all year around. To enhance efficiency, the aforementioned labour intensive and time consuming work process ought to be streamlined.
