Unit 4 UNDERSTANDING MINUTES OF MEETING

UNDERSTANDING MINUTES OF MEETING

 GENERAL OBJECTIVE  :  By the end of this

  unit, you should be able to:

• understanding the format and content of minutes

    SPECIFIC OBJECTIVES  :  

By the end of this unit, you should be able to :-

• list common items in minutes
• recognize the terminologies used in minutes
• read and comprehend the content of minutes

Unit 4

4.1    INPUT 1:     Minutes of meeting

The minutes of a meeting  serve as an official record of what happens in a meeting. They are normally written by a secretary and are distributed to the members before the next meeting when they are approved and confirmed by the chairperson.

Introduction

Look at the following minutes in Fig. 4.1   .

The layout of the meeting is as follows. As you read, try to answer the questions that come after the text.

PRO EDAR SDN BHD.

Minutes of the Fourth Meeting of the Research and Development  Committee held in the Board Room on Tuesday , 12th November 2002 at 8 a.m

Present :

Dr.  Rohana Ahmad ( Chairperson )

            En. Hanapiah Abdullah
    En. Azmir Mohamad
    Pn  Siti Rozihani Zaid
    En. Izham Azahari
    Pn  Shida Shamsudin
    Cik Zubaidah Daud
Absent:
    Miss A C Lee  

1. Apologies for Absence                                         Action

   

Miss Lee was unable to attend due to unforeseen circumstances.

2. Minutes of the Previous Meeting

There was an error in item 2.3 where the cost estimated for

Project A was written as RM2 billion.

The correct figure should be read as RM 2 million. After the

amendment, the minutes were approved and signed by the

Chairperson.

3. Matters Arising

There was no matters arising.

Common items of a meeting

1. Research Report

En. Hanapiah, the Head of  Research Unit presented the

     prototype of the A.Z.L.Y model . The project cost  RM 0.5 million and
     took six months complete. At the time of the report, the prototype was
     undergoing a series of test. The results should be submitted to the                       En. Hanapiah
     Board of Directors by  2nd of December 2001.

                                   

2. Report on Petrol Type C                           

5.1 Cik Zubaidah presented the findings on the effects of petrol

 type C developed by ADC company for Pro Edar motor-vehicles.

Type C provides better acceleration for all motor . Engines are better

protected against  rust which in turn helps to boost engine performance.

    

5.2 Cik Zubaidah proposed that the petrol be recommended petrol for all

Pro Edar motor vehicles with the exception of model TX-REX. The proposal

was seconded by En Hanapiah. There was no objection on this matter.

5.3 The Chairperson will forward the decision to the Board of Directors                              Chairperson

3. Department's Family Day

Pn Siti proposed that the Family Day be held either in Langkawi or

    Phuket. The matter was put to a vote and the result is as follows:

        Langkawi - 5 votes

        Phuket     -  2 votes

It was agrees that the Family Day should take place at  Mahsuri Beach Resort      Pn Siti  

in early January 2003.                                      

4. Any other Business

En Izham proposed that the daily allowance be increased by twenty

per cent for those who had to travel outstation to do research. It was

seconded by Pn Shida. The Chairperson will seek approval for

the BOD decision       

                                       

5. Date of Next Meeting

The next meeting would be held at the board room on

Thursday 20th December 2001. The time of the meeting is yet to be

confirmed.

The meeting was adjourned at 10 a.m

____________________                                                                   Recorded by:

Chairperson

Date  :  ______________                                                                   Secretary

Main item/ topic of the meeting





Common items of a meeting







The chairperson signs
after the minutes is confirmed

Figure 4.1

     ACTIVITY 1    

Discuss with a partner the answers to the following questions.

1.  What are the common items in the minutes ?

1. ____________________               d.  ____________________  
2. ____________________               e.   ____________________
3. ____________________   

1. Based on the minutes,  what are the main items of the meeting ?

• ___________________
• ___________________                 
• ___________________             

2. 3.  Match the terminology in Column A with its meaning in Column B.

   	COLUMN A		COLUMN B
   1.	Apologies for absence	B	A. anything that might be of a concern
   2.	Minutes of previous meeting		B. an expression of regret when someone could not attend the meeting
   3.	Amendment		C.   supported proposal or idea
   4.	Approved		D.   put forward an idea for consideration
   5.	Matters arising		E.   to end or stop the meeting
   6.	Seconded		F.  anything that occurs/ arise from the last meeting
   7.	Proposed		G.  a record of what is decided or said in  the lastmeeting
   8.	Confirmed		H.  disapproval or opposition of an idea/ proposal
   9.	Adjournment		I.   to state something definitely
   10	Put to a vote		J.   a minor change or correction made to a document
   11	Objection		K.   to agree or to accept a proposal/ suggestion
   12	Any other business		L.   to indicate formally one's choice

   
   
         ACTIVITY 2
   
   Check your understanding of the minutes.  Answer all the questions below.
   
   
   1. What was the actual cost for Project A ?                                           
   
   
   _________________________________________  
   2. How long did the project on A.Z.L.Y model take ?
   
   
   _________________________________________         
   3. Circle the correct answer :  TRUE or FALSE

      a.  Petrol type C is going to be used by all Pro Edar motor-vehicles.	T / F
      b.  The use of petrol type C increased the engine performance.	T / F
      c.  The Board of Directors have already received the result of the test on the prototype of A.Z.L.Y model.	T / F
      d.  Miss Lee was absent because she was sick.	T / F

      
      
      
      4. Below are 4 sentences which are said by  4 presenters.
      
           Match the phrases with the points recorded in the PRO EDAR  minutes.
      
      
      
         The project cost us
          RM 0.5 million.
      I proposed that petrol type C be declared as our recommended petrol
      
                                                 
      
          
      ________________________                           _________________________
       
      
      OK.  It's confirmed.
      We are going to have our family day in Langkawi.  Pn. Siti,  please make necessary arrrangements for this trip.
      
      I would like to suggest that we increase the daily allowance  ………
      
             
      SELF ASSESSMENT 1
      
      Try to do both of the exercises below. When you have finished , check your answesr with
      your lecturer.
      
      Below is a crossword puzzle. Use the clues given to find the solve the puzzle.
      
      

      	1					5
      	A
      															7
      			3	M
      							6	M
      2	A
      														4	T

      
      
      
      
      
      

      Across

      1. The ______________ is taken by the secretary before the meeting starts.
      2. The meeting started at 8 a.m and ____________________ at 3 pm
      3. As there were no ___________ __________________, the chairperson decided to discuss the first main item of the meeting.
      4. The main items of the meeting on that day can also be called ________ of the meeting
      
      
      

      Down

      1. You need the ___________________ from the board of directors before we can proceed.
      5. A ___________ is the numbered day of the month in a particular year.
      6. The participants in a meeting.
      7. The person who takes down notes during a meeting and writes the minutes of the meeting.
      
      
      
      
      SELF ASSESSMENT 2
      
      Mokhtar D
      Chairperson
      Date  :  15/10/2001
      There was no other business.
      The committee has agreed to look for sponsors to finance the new R & D programme for the company.
      No apologies were received.
      En. Dahari reported the purchase of 2 electric motors at the cost of RM 150,000 .
      The Chairperson asked members to correct item 5.2 where the year 2002 should read 2003.
      It was agreed that the next meeting would be held in the Cempaka Room on Friday, 18th October 2002, at 9.00 a.m.
          The minutes have been jumbled up.  Rearrange the minutes correctly.
      
      R & D PROGRAM
      DATE OF NEXT MEETING
      MATTERS ARISING
      
      
      
      MINUTES OF LAST MEETING
      INVENTORY REPORT
      
      
      
      
      APOLOGIES FOR ABSENCE
      ANY OTHER BUSINESS
      
      
      
      
      YZY Co. Ltd.
      
      Minutes of the third meeting of the Research and Development committee held in the Anggerik Room on Thursday, 3rd October 2002, at 8.30 a.m.
      PRESENT  :
      
             En.  Mokhtar Abnu
             Mr. Toh  Lee Gan
             Ms.  Chia Teng Teng
             Mr. Padmanathan  Kalai
             En. Dahari Razak
             Pn.  Zamzarina Zainal
             En.  Johari Hasan
      
      
      
      
      
      
      There were no matters arising.
      
      FEEDBACK
      
      YZY Co. Ltd.
      
      Minutes of the third meeting of the Research and Development committee held in the Anggerik Room on Thursday, 3rd October 2002, at 8.30 a.m.
      
      PRESENT  :
      
             En.  Mokhtar Abnu
             Mr. Toh  Lee Gan
             Ms.  Chia Teng Teng
             Mr. Padmanathan  Kalai
             En. Dahari Razak
             Pn.  Zamzarina Zainal
             En.  Johari Hasan
      
      
      1. APOLOGIES FOR ABSENCE
      
            No apologies were received.
      
      2. MINUTES OF LAST MEETING
      
           The Chairperson asked members to correct item 5.2 where the year 2021 should
            read 2003.
      
      3. MATTERS ARISING
      
            There were no matters arising.
      
      4. INVENTORY REPORT
      
            En. Dahari reported the purchase of 2 electric motors, at the cost of RM 150,000 .
      
      5. R & D PROGRAMME
      
      
      The committee has agreed to look for sponsors to finance the new R & D  programmefor the company.
      6. ANY OTHER BUSINESS
      
           There was no other business.
      
      7.   DATE OF NEXT MEETING
      
      It was agreed that the next meeting would be held in the Cempaka Room on Friday,   18th October 2003, at 9.00 a.m.
      
           
           Mokhtar D
          Chairperson
          Date  :  15/10/2003
      
      
      
      
      
      SELF ASSESSMENT 2
      CROSSWORD PUZZLE

      1

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      T

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      A

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      A

      7

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      3

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      R

      S

      A

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      I

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      I

      N

      G

      R

      E

      E

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      C

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      6

      M

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      2

      A

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      J

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      R

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      4

      T

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