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Minutes of Meeting. Matakuliah : G0374 / Business Writing Tahun : 2006/2007. The Purposes of Meeting. To coordinate or arrange activities To report on some activity or experiences To put forward ideas or grievances for discussion To give information to a group of people
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Minutes of Meeting Matakuliah : G0374 / Business Writing Tahun : 2006/2007
The Purposes of Meeting • To coordinate or arrange activities • To report on some activity or experiences • To put forward ideas or grievances for discussion • To give information to a group of people • To crate involvement and internet
Types of meeting • Formal meetings: Annual General Meeting Statutory meetings Board meetings • Informal meetings: Management meetings Departmental meetings Working parties
Minutes of Meeting They are a written record of everything that transpires at a meeting.
The Purpose of Minutes • For the company files • For the reference of those in attendance • For the information of absentees
The Process • Minutes are prepared by a secretary who takes thorough notes during the proceedings. Afterwards, she/he prepares a draft and includes all the pertinent information. • The secretary may include complete versions of statements and papers read at the meeting.
Types of Minutes • Minutes of formal meetings (e.g. large corporations or government agencies). • Minutes of resolution • Minutes of narration
Minutes of formal meetings It is made verbatim, primarily in court reporting, where everything needs to be recorded word by word.
Minutes of resolution • Only the main conclusion which are reached at the meeting recorded, not a note of discussions which took place. • Usually used for minutes of AGMs and other statutory meetings.
Minutes of narration • These minutes will be a concise summary of all the discussions which took place, reports received, actions to be taken and decision made.
MINUTES MANAGEMENT/STAFF WELFARE COMMITTEE held on Wednesday 11 June 2000 at. 14.30 pm in Committee Room PRESENT: Ms T. Graham, Welfare Officer (Chairman) F.T Marks, Personnel Manager (Vice Chairman) Ms V. Khan (Secretary) Mrs. Lovers, Union Representative (Clerical) W Yeates, union Representative (Despatch) V M Crams, Production Manager B L Hope, Accounts Manager G Smythe, Training Officer 1. Apologies for absence: NOTED: These were received from M Benham (on holiday) Mrs. J.Ferguson (on training course) 2. Minutes of last meeting: RESOLVED unanimously: these were agreed on and signed by the Chairman.
Matters arising: • NOTED: that the tenders for the new ventilation system had been received. • RESOLVED unanimously that contract be awarded to RT Stone of • Hollingbury, to begin work within four weeks. • 4. Correspondence: • NOTED: that Hollingbury College offered both day release and evening • Courses on Safety at Work. • RESOLVED: unanimously that only one Supervisor should be away at • any time. • Proposed: G Smythe • Seconded: V.M Cramm
5. Inspector’s Report: NOTED: Standard of safety generally good. Matters raised: Item 5: Ventilation system – see Minute 3 above. Item 3: Trailing leads in offices – tree electrical contractors ha been asked to give estimate for installing floor plugs. Item 4: Problem of fire extinguishers in Stores had been remedied. 6. Proposal: “that a refresher course in First Aid should be arranged in Company time for all first air personnel.” Proposed: Mrs. Lovers Seconded: Mr. W Yeates
Amendment proposed: “and that the Accounts Manager should make special arrangement for his Section”. Proposed: Mrs. M. Gower Seconded: Mr. B L Hope RESOLVED: AMENDMENT: Nem con. Substantive Motion: Nem con. 7. Any other business: NOTED: Request by Representative from Dispatch that all Supervisors should notify their staff of the possible dangers while work was in progress in Dispatch area. 8. Date of next meeting: NOTED: as Thursday 17 July 2000 at 3.00 pm There being no other business the meeting closed at 3.50 pm.
