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Chapter 6 The minutes of a meeting

Chapter 6 The minutes of a meeting. (6.3). Skill-training Objectives The students are required to get familiar with the writing skills of minutes of a meeting and be able to write a minutes of a meeting independently. Knowledge Objectives The writing skills in minutes of a meeting

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Chapter 6 The minutes of a meeting

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  1. Chapter 6The minutes of a meeting (6.3)

  2. Skill-training Objectives The students are required to get familiar with the writing skills of minutes of a meeting and be able to write a minutes of a meeting independently. • Knowledge Objectives The writing skills in minutes of a meeting • Important & Difficult Points The standard of minutes of a meeting writing. • Approach Interactive teaching, discussion, questions and answers. back

  3. Step 1 Introduction A brief introduction of skill-training objectives and knowledge objectives of this chapter (6.3). back

  4. Step 2 Practice Task 1: Compose a meeting minutes based on the following information.

  5. 开标、评标会议记录 记录员：XXX 时间：1999年10月11日 会议名称：XX市冬季取暖用煤招标大会 会议时间：1999年10月11日上午9时30分 会议地点：市财政局五楼会议室 参会人员：市财政局XXX副局长、市纪检委XXX处长、　　　　市财政局纪检组XXX、公证处XXX、 市政府采购办全体人员投标商代表、 用煤单位代表和部分县（市）区财政局代 表同志计100余人 会议主持人：XXX 会议内容：中心议题是为9个市直部门14家单位招标 采购冬季取暖用煤，4个品种17620吨 notes1 notes2

  6. 第一项议程： 主持人宣布开会 第二项议程： 投标单位投标：报名16家，实际投标14家 第三项议程： 主持人宣布参加会议人员，市长因故未能到会 第四项议程： 公布注意事项和评标办法 第五项议程： 开标、唱标、监标 开标人在公证人员监督下开标，开标人XXX 公证人宣布开标结果，14家投标， 全部有效 唱标人XXX在纪检委同志监督下唱标 第六项议程： 评标。转至二楼会议室进行 评标详见评标记录 第七项议程： 宣布评标结果XX煤：XX市燃料总公司批发站 213元/吨XX煤：XX市燃料总公司批发站 166元/吨XX煤：XX市XX物资有限公司 180元/吨XX煤：XX市第一燃料总公司物资经销处 164元/吨 第八项议程： 公证员致公证词 第九项议程： 主持人宣布会议结束 notes3notes4notes5

  7. Notes: 1. 开标bid opening 2. 评标evaluation of tender 3. 冬季取暖用煤招标大会 Tender conference on using the coal for warm in winter 4. 市财政局 City Finance Bureau 5. 副局长 assistant commissioner 6.市纪检委 City Discipline Inspection Committee 7.处长 division chief 8.市财政局纪检组 Discipline Inspection Group from the City Finance Bureau back

  8. Notes: 9. 公证处 notary public 10.市政府采购办全体人员投标商代表 all representatives for submitting a tender trader from the purchasing office in the municipal government 11.用煤单位代表 the representatives from the departments using coal 12.县（市）区财政局 County District Finance Bureau 13.市直部门 departments straight led bythe municipal government 14.招标采购冬季取暖用煤 the bid invitation for the procurement of coal using for warm in winter back

  9. Notes: 15. 主持人 the presiding officer 16. 投标单位 bidder 17. 投标 bid v. 18.注意事项 details for attention 19.评标办法 ways of evaluation 20.开标 bid opening 21.唱标bid announcing 22.监标bid supervising 23.在公证人员监督下 under the supervision of the notary back

  10. Notes: 24.在纪检委同志监督下 under the supervision of the comrade from the Discipline Inspection Committee 25. 开标人tenderer 26. 唱标人 bid announcer 27. 详见 details can be referred to 28.评标记录 records ofevaluation of tender 29.市燃料总公司批发站 Wholesale House of Fuel Main Corp. in XX City back

  11. Notes: 30.市XX物资有限公司 XXCommodity Co. Ltd. in XXCity 31. XX市第一燃料总公司物资经销处 Commodity Sales Agency of the first Fuel Main Corporation in XX City 32.公证员 notary 33.致公证词 send the testimony back

  12. Discussion: 1. How to classify the component? 2. How to compose the heading of the meeting? 3. How to compose the basic situation of the meeting? 4. How to compose the body of the minutes?

  13. Format 2 We can classify the component into three parts: the heading of the meeting the basic situation of the meeting the body of the minutes back

  14. The heading of the meeting: Meeting Minutes of Bid Opening and Evaluation of Tender Minutes of the Meeting of Bid Opening and Evaluation of Tender Conference name: Conference time: Conference venue: Conference director: back

  15. The basic situation of the meeting: Attendance: Defaulter: Recorder: back

  16. The body of the minutes: details of the conference contents. Conference contents: The central topic is about… The first agenda: The second agenda: The third agenda: …… back

  17. 开标、评标会议记录 记录员：XXX 时间：1999年10月11日 会议名称：XX市冬季取暖用煤招标大会 会议时间：1999年10月11日上午9时30分 会议地点：市财政局五楼会议室 参会人员：市财政局XXX副局长、市纪检委XXX处长、　　　　市财政局纪检组XXX、公证处XXX、 市政府采购办全体人员投标商代表、 用煤单位代表和部分县（市）区财政局代 表同志计100余人 会议主持人：XXX 会议内容：中心议题是为9个市直部门14家单位招标 采购冬季取暖用煤，4个品种17620吨 reference1 reference2

  18. 第一项议程： 主持人宣布开会 第二项议程： 投标单位投标：报名16家，实际投标14家 第三项议程： 主持人宣布参加会议人员，市长因故未能到会 第四项议程： 公布注意事项和评标办法 第五项议程： 开标、唱标、监标 开标人在公证人员监督下开标，开标人XXX 公证人宣布开标结果，14家投标， 全部有效 唱标人XXX在纪检委同志监督下唱标 第六项议程： 评标。转至二楼会议室进行 评标详见评标记录 第七项议程： 宣布评标结果XX煤：XX市燃料总公司批发站 213元/吨XX煤：XX市燃料总公司批发站 166元/吨XX煤：XX市XX物资有限公司 180元/吨XX煤：XX市第一燃料总公司物资经销处 164元/吨 第八项议程： 公证员致公证词 第九项议程： 主持人宣布会议结束 notes3notes4notes5

  19. Reference for Task 1 Meeting Minutes of Bid Opening and Evaluation of Tender Conference name: Tender conference on using the coal for warm in winter in XX City Conference time: at 9:30 am on October 11, 1999 Conference venue: Conference room on the fifth floor of City Finance Bureau the Presiding officer: XXX back

  20. Attendance: Assistant commissioner XXX from City Finance Bureau, Division chief XXX from City Discipline Inspection Committee, XXX from the Discipline Inspection Group of City Finance Bureau, XXX from Notary Public, More than 100 representatives including all representatives for submitting a tender trader from the purchasing office in the municipal government, the representatives from the departments using coal and some from the County District Finance Bureau Defaulter: Mayor (absent for some reasons) Recorder: XXX Conference contents:The central topic is about the bid invitation for the procurement of coal using for warm in winter concerned 4 kinds and 17,620 tons for 9 departments straight led by the municipal government and14 units. back

  21. The first agenda: Conference director called meeting to order The second agenda: There were 16 bidders which were willing to participate in the bid, and in fact there were 14 bidders which participated in. The third agenda: The conference director announced personnel present at the conference, (the Mayor was absent for some reasons.) The fourth agenda: The announcement of the details for attention and the ways of evaluation. back

  22. The fifth agenda:The bid opening, bid announcing and bid supervising. Under the supervision of the notary, the tenderer opened the bids, the tenderer XXX; The notary announced the results of bid opening: 14 companies have bidden and worked. Under the supervision of the comrade from the Discipline Inspection Committee, bid announcing went, the bid announcer XXX back

  23. The sixth agenda:Evaluation of tender. At the conference room on the second floor, evaluation of tender was going on. Details can be referred to the records of evaluation of tender. The seventh agenda:The announcement for the result of evaluation of tender: XX coal: wholesale house of Fuel Main Corp. in XX city, 213 Yuan per ton XX coal: wholesale house at Fuel Main Corp. in XX city, 166 Yuan per ton XX coal: XX Commodity Co. Ltd. in XX city , 180 Yuan per ton XX coal: Commodity Sales Agency of the first Fuel Main Corp. in XX city, 164 Yuan per ton back

  24. The eighth agenda: The notary sent the testimony The ninth agenda: The conference director announced the conference ended back

  25. Task 2: Compose minutes of a meeting according to the following situation.

  26. Situation:湖南外贸进出口公司在2008年2月4日上午10点30分召开了公司会议，讨论关于购置200台办公电脑的品牌与型号。此次会议的地点在办公楼的3楼会议室，会议的出席者有公司总经理，采购部经理及采购部人员，财务部经理因故缺席了此次会议。本次会议由公司总经理主持并由办公室秘书王莉记录。在会上，采购部的小王发言：我们最好选择IBM品牌的电脑，IBM电脑质量上乘价格合理。此外，总经理要求采购部写一份关于IBM品牌电脑的型号调查报告以供参考。会议于上午11点15分结束。下次会议定于2008年2月8日上午9点。Situation:湖南外贸进出口公司在2008年2月4日上午10点30分召开了公司会议，讨论关于购置200台办公电脑的品牌与型号。此次会议的地点在办公楼的3楼会议室，会议的出席者有公司总经理，采购部经理及采购部人员，财务部经理因故缺席了此次会议。本次会议由公司总经理主持并由办公室秘书王莉记录。在会上，采购部的小王发言：我们最好选择IBM品牌的电脑，IBM电脑质量上乘价格合理。此外，总经理要求采购部写一份关于IBM品牌电脑的型号调查报告以供参考。会议于上午11点15分结束。下次会议定于2008年2月8日上午9点。 Requirement:请根据上述情境写一份会议记录。 reference123

  27. Discussion: Topics: 1. How to classify the component？ 2. How to compose the heading of the meeting? 3. How to compose the basic situation of the meeting? 4.How to compose the body of minutes? 5. How to compose the ending?

  28. We choose format 1. According to the format (format 1) of minutes of a meeting , it usually includes four parts: the heading of the meeting the basic situation of the meeting the body of minutes the ending back

  29. The heading of the meeting usually includes: the name of the meeting the time and date of the meeting the place of the meeting the presiding officer back

  30. The basic situation of the meeting includes: Attendance: Defaulter: Agenda: Recorder: back

  31. The body of minutes is the main part of minutes, including: • BUSINESS ARISING • OTHER BUSINESS • NEXT MEETING • ADJOURNMENT back

  32. The writing of the ending : Respectfully submitted the handwritten and typewritten signature of the recorder job title back

  33. Reference for task 2 Meeting Minutes of the Discussion on the Brand and Model of the Procurement of 200 sets of Office Computers Feb. 4, 2008 Conference Room on the 3rd floor of the office building, 10:30 am (Conference Director: General Manager) back

  34. Attendance: General manager, Purchasing manager, Staff of purchasing department Defaulter: Financial manager (absent for some reasons) Agenda: 1.Call to order 2. Business arising 3. Other business 4. Date for next meeting 5. Adjournment Recorder: Wang Li, Office secretary back

  35. 1. BUSINESS ARISING Discussion on the brand and model of the procurement of 200 sets of office computers. Comments: “We’d better choose the IBM brand computers, which are of high quality and reasonable price.” said Mr. Wang from the purchasing department. 2. OTHER BUSINESS The general manager asked the purchasing department to write a survey report on the model of the IBM brand computer for reference. 3. NEXT MEETING The next meeting will occur at 9:00 am on Feb. 8, 2008 4. ADJOURNMENT The meeting was adjourned at 11:15 am. Respectfully Submitted Wang Li Office Secretary back

  36. Step 3 Summary General writing skills in minutes of a meeting: 1) Choose the format of the minutes of a meeting. 2) Classify the component into three or four parts. 3) The writing of the heading of the meeting. 4) The writing of the basic situation of the meeting. 5) The writing of the body of the minutes. 6) The writing of the ending.

  37. Step 4 Homework Finish Exercises IV in the textbook

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