Ur query is not very much clear, but as far as i hve understood, if you are noting in minutes of BM that notice placed before the board and adopted for circulation to members and other concerned person then all the items in the notice have been recommended by the board. You can mention that.

But as per the tradition all the items of AGM notice is being dealt as seperate item in a board meeting and included in the AGM notice.

Going safer, i think if your board is aware about the matter note the same in the board meeting minutes itself (if possible) or pass the item to be included in notice as "By Circulation" before the date of notice and include the same.

But, this is my personal suggestion wait for the expert's to comment.

Regards,

Dear Boby,

You cannot include any item in the notice of AGM which is not discussed and approved by the Board.

Now you have to do following:-

1. In that minutes record that item and then include it in the notice of AGM.

2. In that minutes, in the agenda of approval of notice record that " some items are yet to be finalized therefore, the notice would be finalized in next board meeting".  Then call next board meeting and then approve the notice after discussing that point.

If you adopt second option the date of notice would be changed to the date of next board meeting.