DRAFTING: FORMAL DOCUMENTS/APPOINTMENT AND DISCIPLINE OF JUDICIAL OFFICERS

Minutes is a summarized record or written summary of the points discussed at a meeting, that is, an official written message.
Here are some tips in writing effective meeting minutes.
1.     Know the purpose – Before writing minutes, you must know the purpose of it. First, a report of meeting minutes is a record. But it is just not the type of record you write, print out, file and then forever forget. It provides a historical account of official business and operational decisions, and involvement of people making the decisions. It is used as a reference which is periodically, or frequently referred to. Sometimes, minutes of meeting can become a legal document and evidence in court.


DRAFTING: FORMAL DOCUMENTS/APPOINTMENT AND DISCIPLINE OF JUDICIAL OFFICERS
MINUTES OF A MEETING
Minutes is a summarized record or written summary of the points discussed at a meeting, that is, an official written message.
Here are some tips in writing effective meeting minutes.
1.     Know the purpose – Before writing minutes, you must know the purpose of it. First, a report of meeting minutes is a record. But it is just not the type of record you write, print out, file and then forever forget. It provides a historical account of official business and operational decisions, and involvement of people making the decisions. It is used as a reference which is periodically, or frequently referred to. Sometimes, minutes of meeting can become a legal document and evidence in court.
2.     Keep it concise – Keep the key information in order and make sure you don’t miss critical info. You only have certain limited time and it will be impossible to write every single thing discussed during a meeting. So, keep it concise, i.e. compact and short. Take notes of the issues discussed, major points raised and decisions taken. Make sure what you write will be easily understood, and usable in the future. Keep in mind many of the meetings require the attendees looking back at the previous meeting’s minutes. So if people can’t read them, it will amount to a waste of time.
3.     Get the right info and follow the right format – To keep it short, here are list information that should be in your minutes of meeting: Time, date and venue of meeting; List of attendance (and their position); Agenda of meeting – key agenda, details, and specific action plan, and owner/executor of the plan; and the name of person taking minutes.
4.     Keep a record – Normally, after minutes are hand-written, they are transferred into a proper computerized document (e.g. Microsoft Word or Excel), properly restructured, save and printed out. Good and fast typists can immediately record conversation into the computer/laptop, where this requires less time for fine tuning later on. The minutes are then distributed among the attendees of the meeting, or those who will be responsible to take actions as regards to what is discussed during the meeting.
It should be noted that minutes are not verbatim of what transpired at a meeting but abstracts of a meeting, therefore, there should be no verbosity, and obiter dictums should be avoided.

The basic contents of minutes are:
1.     Date
2.     Type of meeting
3.     Venue of the meeting
4.     Attendance at the meeting
5.     Agenda of the meeting
6.     Any other business (A. O. B) that is not included in the agenda.
7.     Closing.
The drafting rules of minutes are –
1.     It should be a simple language
2.     It should be clear
3.     It should be precise
4.     It should be proof-read.
CURRICULUM VITAE
This is a brief account of a person’s qualifications and previous occupations, sent with a job application.
Vitas and resumes both have similar purposes – as marketing documents that provide key information about your skills, experiences, education, and personal qualities that show you as the ideal candidate. Where a resume and curriculum vitae differ is their use, format, and length.
Curriculum Vitae – often called a C. V or Vita – tends to be used more for scientific and teaching positions than a resume. Thus, vitas tend to provide great detail about academic and research experiences. Where resumes tend toward brevity, vitas lean toward completeness.
Unlike resumes, there is no set format to vitas. While vitas do not have the one-page rule of resumes, you need to walk the line between providing a good quality of depth to showcase your qualifications and attract potential employer interest and providing too much information thus appearing verbose and turning off potential employer interest.
An effective curriculum vitae should have the following:
1.     Name
2.     Address (home or permanent, not P. O. Box)
3.     Telephone and e-mail address (if any)
4.     Sex
5.     Nationality
6.     Schools attended
7.     Academic qualifications with dates
8.     Courses attended
9.     Work experience
10.  Hobbies
11.  Referees
QUALIFICATION AND PROCEDURE FOR THE APPOINTMENT OF JUDICIAL OFFICERS
QUALIFICATIONS
The post-call qualification requirement for appointment as the Chief Justice of Nigeria or Justice of the Supreme Court is a period not less than 15 years – section 231(3) of the 1999 Constitution of the Federal Republic of Nigeria (CFRN)..
For the President of the Federal Court of Appeal or Justice of the Federal Court of Appeal is a period not less than 12 years – section 238(3) of the 1999 CFRN.
For the Chief Judge of the Federal High Court, Chief Judges of States and Federal High Court Judges and State High Court Judges is a period not less than 10 years – section 256(3) of the 1999 CFRN.
For the Grand Kadis of the various Sharia Court of Appeal and other Kadis they need to have obtained a recognised qualification in Islamic personal law from institution approved by the State Judicial Service Commission and must have held such qualification for a period not less than 10 years and he either has considerable experience in the practice of Islamic personal law or he is a distinguished scholar of Islamic personal law – section 276(3) of the 1999 CFRN.
In the case of the President of the Customary Court of Appeal and the judges of the customary court of Appeal, they need apart from such other qualifications as may be prescribed by the National Assembly considerable knowledge of and experience in the practice of customary law for a period not less than 10 years – section 281(3) of the 1999 CFRN.
PROCEDURE FOR APPOINTMENT
At independence in 1960 the criteria for the appointment of a Judge either in the High Court of the regions or the Federal Supreme Court was ten years post-call experience. The appointing-body except for the Chief Justice of the Federation and, the chief Justice of Lagos High Court and Regional Chief Justices was the Judicial Service Commission (J. S. C) either of Federal or State region. Under the 1963 Constitution the Judicial Service Commissions were abolished. In its place we had the President and the Governors acting on the advice of the Prime Minister and Premiers respectively as the appointing bodies. A body similar in some respects with the Judicial Service Commission was re-introduced by the Military in the name of Advisory Judicial Committee, this was a welcomed gesture. The 1979 Constitution introduced some innovations. The Chief Justice of the Federation was to be appointed by the President in his discretion but this was subject to confirmation by simple majority in the Senate. Other justices were appointed on the advice of the Federal Judicial Service Commission subject to confirmation in the Senate. Same practice was followed in the appointment of the President of the Federal Court of Appeal. In the case of other Federal Court or-Appeal Justices and also the Chief Judge of the Federal High Court and the other is judges of the Federal High Court there is no requirement of approval by the Senate.
At the State level apart from the Chief Justices of the various States, the Grand Kadis of the Sharia Court of Appeal of the States where they exist and the President of the Customary Court of Appeal in States where they also exist, whose appointments require approval by the simple majority in the respective state Assemblies. The other Judges, Kadis and Judges of the Customary Court of Appeal are appointed on the recommendation of the respective State Judicial Service Commissions.
Recommendation to the Head of the Executive Arm of Government, for either appointment or removal from office of any Judicial Officer in both the Federal and the State Judiciaries, constitutionally, shall come from the National Judicial Council.
Taking into account the fact that the responsibility for a dependable Judiciary for the country rests with the National Judicial Council, the Council was of the view that it must design Guidelines to ensure that the Judicial Service Commissions at both Federal and States, including the Judicial Service Committee, FCT, Abuja, are directed and assisted in the manner they select candidates for submission to NJC for recommendation of appointment. Most importantly, the procedure will guarantee a uniform standard at all levels.
The Guidelines were designed to ensure that:
1.     The selection process is transparent and provides a level playing ground for free and fair selection for the best candidates to emerge;
2.     The selection process guarantees independence of Judicial Service Commissions, excludes lobbying by potential candidates or any one on their behalf and prohibit imposition of any candidates on Judicial Service Commissions as well as prohibit them from accepting imposition of unsuitable candidates from any quarters; and
3.     decision of all those nominating and or recommending candidates to National Judicial Council take fully into account the necessity for the candidate to have high integrity and good reputation; track record of intellectual capacity, competence, hard work and industry in the legal profession; record of reasonable successful background in legal practice as private legal practitioner or State Counsel or service in the Lower Bench and commitment to justice and absence of likelihood of bias on the grounds of tribe, ethnicity, religion, politics or gender.
Therefore the following procedure, attached hereto, shall be complied with by the Federal and State Judicial Service Commissions, as well as the Federal Capital Territory, Judicial Service Committee, in their submission of nominated candidates to the National Judicial Council for appointment to judicial office.
The procedure to be followed are:
1.     Letter of intention alongside the Governor’s approval shall be forwarded to the Secretary of the Council;
2.     Minutes of the meeting of any Judicial Service Commission or Committee for the nomination of candidates for appointment to judicial office must be forwarded in 30 copies to the National Judicial Council addressed to the Secretary of the National Judicial Council. This would enable the National Judicial Council have the benefit of the full discussions and the reasons that gave rise to the nomination, preference or rejection of the candidates considered by the Commission;
3.     The Chief Judge must, as a first step, clear the number of Judges to be appointed with the Governor before commencing the processes of identification and screening;
4.     In making the nominations, the State High Court Judges must be fully involved (by making individual nominations and attaching same to the Chief Judge’s final nomination to avoid sharp practices) and must take into consideration, as much as possible, professional expertise; seniority at the Bar or the Bench; Federal character or geographical spread; consultation where necessary without compromising the cherished independence of the Judiciary or allowing politics to permeate or influence the appointment of judicial officers; avoid recommending any person whose reputation in the locality had been tarnished;
5.     Candidates whose names are forwarded must undergo medical tests and attach evidence of same;
6.     Candidates’ Curricula Vitae must be attached along with their Bio-data (NJC Form A);
7.     Each of the Candidates nominated shall submit along with his/her Credentials, ten (10) Judgments, obtained or delivered in contested cases in any given past two (2) years, which shall be confirmed by the Head of Court/the Chief Judge;
8.     Candidates from the Bar are to submit their Practicing fee receipts for Five (5) years;
9.     A security report from the State Security Service; and
10.  Comments from the State Branch of the Nigerian Bar Association on the person(s) so nominated.
The following should however be noted –
1.     The number of candidates nominated must be doubled in case any of the first set of nominations being disqualified.
2.     On the issue of precedence, only the Attorney-General (Federal or State) should take precedence over others to be appointed and sworn-in on the same day.
3.     As much as possible, Governors should ensure that essential facilities (such as cars, accommodation, etc); would be made available to the Judges upon appointment.
4.     There should be no lobbying by candidates.
5.     That since not all the Chief Judges of the States are members of the National Judicial Council, it would be necessary to invite the Chief Judge of the State (if not a member) whose candidates would be considered by the Council, to participate in the deliberation on such nomination, whenever necessary;
THE GROUNDS AND PROCEDURE FOR DISCIPLINING JUDICIAL OFFICERS
The National Judicial Council (NJC) also in exercising the powers conferred on it by Paragraph 21 of the Third Schedule to the 1999 Constitution of the Federal Republic of Nigeria, takes disciplinary actions ranging from warning, compulsory retirement and dismissal from office of erring Judicial Officers who are found guilty of judicial misconduct.
The rules guiding Judicial Officers is the Code of Conduct for Judicial Officers for the Federal Republic of Nigeria. This shall be summarized below.
This Code, hereto forwarded, provides for a uniform, dignified and respectable mode of behavior by Judicial Officers nationwide. It is divided into different Rules which guide and shape the conduct of the Judicial Officers. Violation of the Rules, elicits disciplinary action, leading to removal from office of any defaulting Judicial Officer. Some of its main features are stated hereunder.
A Judicial Officer should live above reproach by ensuring that his conduct both in his official and unofficial capacity, utterances and social relationships, are not susceptible to any iota of doubt. In performing his duties, a Judicial Officer is expected to be courteous, fair and firm to all manner of people without fear or favour and also, avoid the abuse of power arising from issuing interim injunctions, ex parte. Furthermore, he should be alive to his official duties by complying with the provisions of the constitution regarding his responsibilities in court. A Judicial Officer should also endeavour to be punctual and sit regularly while avoiding unnecessary adjournments.
In performing his administrative duties, a Judicial Officer should maintain professional competence, observe high standards of fidelity and diligence and request his staff and other court officials to do same. He should not be a member of a tenders board or engage in the award of contracts and avoid any form of sexual harassment.
While in office, a Judicial Officer is prohibited from accepting chieftaincy titles and serving as the executor, administrator, trustee etc. of an estate unless for a family estate and where it would not interfere with his judicial duties.
While a Judicial Officer can accept personal gifts or benefit from relatives or personal friends on occasions as recognised by custom, books on complimentary basis or loan from a lending institution following due process, he is prohibited from accepting a gift or favour on account of the discharge of his official duties. Neither is he expected to practice law or act as an arbitrator.
Judicial Officers who flagrantly violated the provisions of this Code of Conduct, had been sanctioned and removed from office; such as Hon. Justice Egbo Egbo of Federal High Court, and Hon. Justice Stanley C. Nnaji of Enugu State High Court; to mention but a few.
REMOVAL OF JUDICIAL OFFICERS
A judicial officer shall be removed under section 292 of the 1999 CFRN if –
1.     He is incapable of performing his duties;
2.     He has attained retirement age; and
3.     He is involved in any form of misconduct.














As for the format, there is no school of thought that says there is this or that specific format that you need to follow. What you need is a simple and user friendly format. You can follow the following format:

SAMPLE OF MINUTES OF MEETING

Company        :           Forsell Consultant
Date                :           08 January 2010
Time                :           10am to 12am
Venue              :           Command Center, Forsell HQ

Attendees       :
1.   John McClane             :           Branch Manager 
2.   Jacklynn Victor           :           Principal Consultant
3.   Luke Jane                    :           Senior Consultant 
4.   Salamon Selamat         :           Field Consultant
5.   Bijalo Bijalo                :           Senior Marketing Executive
6.   Mimz Mimz               :           Operations Executive

Agenda:
  1. Proposal to organize Career Talk in Polite Johor
  2. New recruitment drive and strategy
  3. General (other) discussion

1.         Proposal to organize Career Talk in Polite Johor
This is an initial discussion to follow up on Polite Johor's invitation for Forsell Consultant to hold a Career Talk in their college for graduating students in Diploma and Certificate. On Monday, the Dean of Polite Johor contacted Forsell's office and has asked Forsell for event proposal (RFP).
a)     Event structure – 2-day event to be held on weekend. Actual dates TBA and to be decided by event committee. Possibility to extend other students and graduates from other schools and tertiary institutions.
b)    Formation of Secretariat – Bijalo elected as Event Director, and to be assisted by Mimz as assistant. Bijalo and Mimz to appoint committee members and announce in 2 days. =Committee to have first meeting in 3 days. Other meeting attendees to leverage assistance and brainwash ideas.
c)     Sub-events – 8 events have been suggested, 4 have been agreed - Resume Workshop, Presentation from a MNC's representative, Motivation Talk, Exhibition. Mimz and committee to present to the management details of event proposal. Upon all agreement, committee is to hold progress meeting once a week until the event takes place.
2.         New recruitment drive
Company's expansion has resulted in the need for additional staff and consultants. Discussion was aimed to draw strategy for attracting new personnel and talents.
a)     Issue and scenario – Bijalo suggested Jane to implement new strategy and plan to capture new talents in the company. According to Mimz, existing strategy is not bearing fruit and not meeting expectation. Salamon and Siti endorsed Bijalo's suggestion.
b)    Brainstorming new strategy – 10 new strategies are brain stormed, 3 were agreed upon. The 3 are:
    1. Going TV – Bijalo to check the pricing and process with a number of TV stations
    2. Radio Advert – Victor to check pricing and process with a number of radio 
    3. Internet Banner Advertising – Mimz to discuss with a few internet ads companies and shortlist a minimum of 3 advertisers.
c)     New hires training and competency – All agreed current training program for new hires is not effective due to short duration (2 days). Unanimous decisions agreed on 2 principles:
i.           Training period to be extended to 1 week
ii.         Last 2 days of training is to be conducted by external consultant. A mini meeting to be scheduled in discussing the consultant's appointment
3.         General discussion - For any other issues raised (A.O.B)
a)     Flexible working hours – Salamon raised suggestion for company to allow flexible working hours by employees. Reason: different staff performs their best at different time. Mimz & Bijalo disapproved but the rest said the idea should be accepted as a possible implementation. Mimz to raise the issue to the country management and discuss.
b)    Hospital visit – As one of the staff, Rihanna, Staff Manager is hospitalized, a visit has been agreed which is 10 January 2010.
Meeting was adjourned at 12am. Next meeting is scheduled a week from now, that is, 15 January 2010, same venue and time. All owners of designated actions are to present their feedback.

Minutes prepared by:

Signature ­______________
        Luke Jane












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SAMPLE OF CURRICULUM VITAE
FIRST NAME:                                              Bijalo
 OTHER NAME:                                           Mimz
 MARITAL STATUS:                                   Single
 DATE OF BIRTH:                                       15th January 1940
LOCAL GOVT. AREA:                                Bwari L.G.A
 STATE OF ORIGIN:                                  Bontutu State

QUALIFICATIONS OBTAINED WITH DATES
INSTITUTION                                                                      DATE AND YEAR
·      ABC Nursery and Primary School                 
      Lagos State.                                                              1987 – 1992
               First school leaving certificate                   
·      Lawyers Government College
              Abuja.                                                                       1993 – 1998
              Senior Secondary Certificate Examination
·      Corporate Law University
              Abuja                                                                        2002 - 2006 
              Law (LL. B)
   
OBJECTIVES                      
  • To contribute effectively, strive for excellence and to execute planning objectives for your firm at all times.

JOB AND WORK EXPERIENCE
·      Owambe Constructions, Lagos State
          Industrial Training                                                2004 -2005
·      National Youth Service Corp
              United Grammar School
              Otondo State
              Intro. Tech. Teacher                                                 2007 – 2008
      
·      Batt Integrated Services Ltd.
               Yemen, Abuja.
                 Site Manager                                                          2008

HOBBIES
·      Football, Dancing, Traveling and Reading.

SKILLS
·      Proficient in data management packages (Ms-Word, Ms-Excel, Power-point) and working with the internet
·      Good communication skills
·      High level of integrity and reliability
·      Construction minded, dynamic and quick in grasping new concept self-motivated and confident

REFEREES                                               
Mr. Bijalo Abx                                                          Mr. Mimz Qrt
QVIJ Ltd                                                                     Business Developement
Bontutu State                                                              National Energy Assurance                                                                                             
08036367377                                                              Otondo State.
                                                                                    08022550477



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