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1、Minutes Definition Minuteisasummarizedorcondensedrecordofwhathastakenplaceinameeting Itisawrittenrecordtobekeptforfuturereference Itmayrecordreviewofthepastactivities newdecisionsandpolices andprovidethedecision makingprocess 1 Provideanauthoritativesourceandpermanentrecordofproceedingsforfuturerefe
2、rence 2 Provideformalevidenceofdecisions e g appointments financialallocations authorizedactions 3 Givecontinuitytoprocedures traditionalactivities 4 Providearecordofpolicydecisionsmadeandthebasisforthem 5 Createanofficialrecordwhichcanbeusedinlegalproceedings 6 Provideastartingpointforactiontobetak
3、eninfuture 7 Informmembersnotpresentatthemeetingandanyothersoftheactionsofthebodyconcerned 8 Assistinplanningtheagendasforfuturemeetings 9 Providedocumentaryevidenceforauditpurpose Functions Therearedifferentstylesofminutes buttheyhavethesamekeyinformation Allshouldcoverfourbasicthings Whereandwhent
4、hemeetingtookplace Whowasthereandwhowasnot Whathasbeendecidedforthegroup Whohasagreedtodowhat Therefore mostminutescanbedividedintofourparts 1 Heading2 Body3 Adjournmenttime4 Signatureoftheminutesrecorder Structure Thispart whichsometimescanbewrittenevenbeforethemeeting includesthefollowingitems 1 M
5、eetingtitle mustbefulltitle 2 Thenameofthegroup organizationholdingthemeeting 3 Time dateandplaceofthemeeting 4 Listofpeopleattending5 Listofabsentmembersofthegroup 6 Quorumperson7 Thenameofthepresidingofficerandminutesrecorder thelatteralsoappearsattheendoftheminutes withsignaturetypedorprintedname
6、 Theheading Thebodypartfallsclearlyintothreesections Openingstatement thatis thebackground Pointsindiscussion Conclusions thatis resolutionsorrecommendation Thebody OpeningstatementThispartprovidesthebackgroundinformationaboutitemstobediscussed Itcanshowwhowasresponsibleforputtingtheitembeforethemee
7、ting whatwerethereasonsfortheprevioushistoryofthematter Thepresidentnotedaletterdated from statingthat Thepresidentnotedthefollowinginformationconcerning Beginwithapprovalofminutesofthelastingminutes Minutesofthelastmeetingwereapprovedasanaccuraterecord Beginwithcalltoorder TheChairmancalledthemeeti
8、ngtoorderat10 00a m PointsindiscussionThissectioncontainsthereasonsadvancedinthedecision Itwillusuallyproceed Thefollowingpointswereraisedindiscussion andwillthensetout inseparateparagraphsorinpointform aconcisesummaryofthevariouspointsmadebeforetheconclusionwasreached Itisnormallydescribethatthispa
9、rtoftheminutesshouldbeimpersonal thatis itshouldnotattributeviewstopersons Conclusions Aminuteendswithclearandpreciseconclusions Thechairpersonwillsometimeshavesummedupthediscussionandindicatedtheconclusionreached But iftheyhavenotdoneso itisthedutyforthesecretarytodraftasetofconclusionswhichexpress
10、fairlythesenseofthemeeting Whereactionisrequired theconclusionplacestheresponsibilityfirmlyuponanindividualortheorganizationtocarryitout Ifseveralcommitteemembersareconcernedtheyshouldallbenamed careshouldbetakentoindicatewhohasthemainresponsibility Totakethemstandoutasclearlyaspossible theconclusio
11、nsaredividedintotheirconstituteparts puttingeachintoaseparateprovision E g Itwasresolved thatDrWangberequestedtodraftarevisedstatementon thattheVice Chancellorbeinvitedtodiscussthematteratthenextmeetingof Theconclusionsarenormallysetoutattheendoftheminute If however theminutefallsnaturallyintoanumbe
12、rofdifferentsections theconclusionscanbeinterspersedintherecordofthediscussioninsteadofbeingbroughttogetherattheendoftheminute Inthatevent eachseparatesectionshouldendwiththerelevantconclusion insetinthetext Thelastparagraph maybeasentence containsthehourofadjournment Thechairmanthanksallparticipant
13、sfortheirpresenceandconcludesthemeetingat5 30p m Therebeingnootherbusiness themeetingwasadjournedat1 20p m TheminutesareclosedwiththesignatureandtitleoftheSecretary respectfulsubmitted Adjournmentofmeeting Signature MinutesofthemonthlymeetingoftheLaborGrievancesCommitteeTheSlateandJohnsonLuggageComp
14、anyEmployees canteen September23 2003Presiding Mr Falk PresidentPresent Mr BaumMs DulugatzMr FensterMs LiuMs SunAbsent Ms Penn1 CalltoorderThechairmancalledthemeetingtoorderat4 00p m 2 DiscussionAsthefirstitemontheagenda theminutesofthepreviousmeeting August21 wasreadbytheSecretaryMs Liu ThenMr Falk
15、correctedamistakemadeintheminutesthatitwasMs Dulugatz notMs Penntoconductastudyoftheemployeewashroominthewarehouse Thecorrectionwasapprovedbyallpresent Mr Fenstersummarizedtheresultsofasurveyofofficeemployees HewasgoingtowriteareportonthisandpresentittotheBoardofDirectors 3 AnyotherbusinessThenextme
16、etingwillbeheldatthesametimeandplaceonOctober22 2003 Themeetingadjournedat5 15p m signature Ms Liu Secretary Format1 Intheheading everytitleusuallyappearsinboldlettersandcapitalization2 Betweentheheadingandbody thereisatleastoneblackline3 Inthebodypart youhavethreechoices butonlyoneinoneminute SetupofaDiscussionGroup SETUPOFADISCUSSIONGROUP Setupofadiscussiongroup Allofthemneedtoboldletters onethingoroneperson ssayforoneparagraph4 Atleast2 4blacklinesbetweenthesignatureandlastpart Tipsforgoodmin
