ChapterXMeetingMinutesMeetingMinutes

[plural]

anofficialwrittenrecordofwhatissaidanddecidedatameeting(LongmanDictionary)Minutesaretheinstantwrittenrecordofameeting.Theyoftengiveanoverviewofthestructureofthemeeting,startingwithalistofthosepresent,astatementofthevariousissuesbeforetheparticipants,andeachoftheirresponses.

Definition

Inthismodule,youareexpectedtolearnabouttheformatandthenecessarypartsofmeetingminutestowritemeetingminuteswithcorrectformatandsufficientinformationObjectives

Ingeneral,theminutesmaycontainbasicfacts:1)thenameoftheorganization;2)theplace,dateandtimeofthemeeting;3)thenatureofthemeeting(aregularmeetingoraspecialmeeting);4)thenameofthepersonpresiding(主持);5)arecordofattendance(forsmallmeetings,alistofthosepresentorabsent;forlargemeetings,thenumberofmembersinattendance);6)areferencetotheminutesofthepreviousmeeting(astatementthattheywerereadandeitheracceptedorrevised,);Format-WritingSuggestions

7)anaccountofallreports,motions,orresolutionsmade(includingallnecessarydetailsandtheresultsofvotestaken);8)thedate,timeandplaceofthenextmeeting;9)thetimeofadjournment(休會).

Remarks:formalminuteswouldinclude,inadditiontogreaterdetails,thenamesofallthosewhomakeandsecondmotionsandresolutions,andthevotingrecordofeachpersonpresent.

WritingSuggestions

BeforetheMeeting1)Chooseyourtool:Decidehowyouwilltakenotes,i.e.penandpaper,laptopcomputer,ortaperecorder.2)Makesureyourtoolofchoiceisinworkingorderandhaveabackupjustincase.3)Usethemeetingagendatoformulateanoutline.DuringtheMeeting1)Passaroundanattendancesheet.2)Getalistofcommitteemembersandmakesureyouknowwhoiswho.3)Notethetimethemeetingbegins.4)Don’ttrytowritedowneverysinglecomment--justthemainideas.

TipsfortheMinutesTaker

5)Writedownmotions,whomadethem,andtheresultsofvotes,ifany;6)Makenoteofanymotionstobevotedonatfuturemeetings.7)Notetheendingtimeofthemeeting.AftertheMeeting1)Typeuptheminutesassoonaspossibleafterthemeeting,whileeverythingisstillfreshinyourmind.2)Includethenameoforganization,nameofcommittee,typeofmeeting(daily,weekly,monthly,annual,orspecial),andpurposeofmeeting.3)Includethetimethemeetingbeganandended.4)Proofreadtheminutesbeforesubmittingthem.LanguageFeaturesofMeetingMinutesUsingthepasttense.e.g.TheChairmancalledtoorderat9:00.Usingthenameorthethirdpersonpronountorefertotheparticipants.Thewordmoveisusedtorefertomakingaproposal.e.g.Hemovedthat…orHemadeamotion…(Chensecondedthemotion./Liuquestionedthemotion.Themotionwaspassed,orwasdefeated,orwastabled.)Usingthepassivevoice.Changingspokenwordsintoformalwords.e.g.(TheChairmansaidtoJohn.)John,youcalledmeyesterdayandsaidyouweregoingtotalkaboutthenewanti-virussoftware.Didyoubringthebrochureswithyou?→TheChairmanaskedJohntotalkaboutthenewanti-virussoftware.Avoidingadj.andadv.,keepingobjective.e.g.Hisunrealisticrecommendationwasdefeatedby35votesto20.1)Apologiesforabsence:Mr.ChenMingqiang,themanagerofHR.人事部經理陳明強先生未能出席。2)Theminutesofthelastmeeting,havingbeenpreviouslycirculated,wereapprovedandsignedbytheChairmanasacorrectrecord.上次會議的會議記錄已事先傳閱，該會議記錄已被確認通過并由主席簽字。

3)ThemeetingsuggestedinvitingexpertsfromCanadatogiveatrainingcoursetoalltheemployeesofthecompany.與會者一致提議從加拿大聘請專家為公司全體員工開設培訓課程。

4)Mr.Zhangvolunteeredtoarrangeforestimatestobeobtainedonthecostofrepairs,andreportbackatthenextmeeting.張經理自愿安排人員就修理費用作出估價并在下次會議上匯報有關情況。

5)Severalappointmentsanddismissalswereannouncedatthemeeting.會上作出了幾項任免。Translation6)TheChairmanpointedoutthatitwasnotwithintheCommittee’spowertomakesuchadecision.主席指出本委員會無權做出這個決定。7)Theminuteswerethenapprovedasacorrectrecordandsignedbythechairman.會議記錄修正后被一致通過，并由主席簽字。8)全體一致同意下次會議于2013年11月5日上午10時在會議室舉行。Itwasagreedthatthenextmeetingwillbeheldon5Nov.,2013,at10:00a.m.intheconferenceroom.9)Therebeingnofurtherbusiness,theChairpersonclosedthemeeting.

沒有其他事項，主席宣布會議結束。10)Themeetingadjournedat8:45p.m.晚上8點45分休會。MinutesoftheMeetingoftheIMPROVEMENTSCOMMITTEETheFosterLashCompany,Inc.October8,2008Presiding:PatriciaStuartPresent:MikeNegron;SheilaGlun;EllenFranklin;SamuelBrowne;LisaWooAbsent:FredHoffman;GinaMarinoTheweeklymeetingoftheImprovementsCommitteeoftheFosterLashCompanywascalledtoorderat11a.m.intheconferenceroombyMs.Stuart.TheminutesofthemeetingofOctober1werereadbyMr.Negronandapproved.Themaindiscussionofthemeetingconcernedmajorequipmentthatshouldbepurchasedbytheendoftheyear.Amongtheproposalswerethese:Sample1Ms.Woopresentedinformationregardingthreevarietiesofofficecopyingmachines.Onthebasisofhercost-benefitanalysisandrelativeperformancestatistics,itwasdecided,bymajorityvote,torecommendthepurchaseofaCBMX-12copier.Mr.Brownepresentedarequestfromthesecretarialstafffornewtypewriters.Severalsecretarieshavecomplainedofmajorandfrequentbreakdownsoftheiroldmachines.Ms.FranklinandMr.Brownearetofurtherinvestigatetheneedfornewtypewritersandprepareacostcomparisonofnewequipmentversusrepairs.Thecommitteewilldiscusstheadvisabilityofupgradingaccountexecutives’personalcomputers.ThereportwillbepresentedbySheilaGlunatthenextmeeting,tobeheldonOctober15,2008,at11a.m.intheconferenceroom.Themeetingadjournedat11:45a.m.Respectfullysubmitted,EllenFranklin,SecretaryDongfangExportsCompanyMinutesoftheITRevolutionGroupMeetingThemonthlymeetingwasheldintheBoardRoomonAugust27,2006,at9:30a.m.Attendances:DavidGram(Chair),LiJianhua,JiangZhiguo,FanLiyun,BretAtkins,ZhaoBingbingApologiesforabsence:PengDeyuReviewoftheMinutesofthePreviousMeetingItwaspointedoutthatJupiterComputersshouldbepurchasedinsteadoftheproposedMercurymodels.TheminuteswereapprovedwiththeaboveamendmentandsignedbytheChairperson.Sample2MattersArisingComputerstoArrive:DavidGram,ITManager,reportedthattheorderfornewcomputershadbeenrevisedforthebrandsubstitutionandtheorderhadbeenplaced.FiftyJupiterdesktopswouldbedeliveredtothecompanybymid-September.BytheneachmemberofstaffwouldhaveanewPCintheoffice.NewPhotocopies:LiJianhua,thenewServiceManager,reportedthatherofficewasinneedofanewphotocopier.Workload(工作負荷)hasbeenrising,andtheoneinusebreaksdownquiteoften.Lirequirestwonewphotocopiers.AllthepresentagreedtotheSMproposalfortwocopiers.ItwasagreedthatactionbetakenbyFanLiyun,theProcurementOfficer.AnyOtherBusinessBretAtkinsreportedthatthewoolencarpetsupplierwasfacingproblemsingettingthecarpetsreadybytheagreeddate.ThismightleadtoourproblemsinmeetingdeadlinesforexporttothePhilippineimporter.BretAtkinswouldcontinuetopushthesupplierandwritetotheoverseasimporters.Itwasdecided