|
No
|
Item
|
Details
|
Action to be taken by
|
|
3
|
Confirmation of
Minutes (2/2009)
|
The minutes of the last meeting (2/2009) were noted and approve
as true record of the meeting with minor amendments on the numbering.
The minutes were then approved as true record by Mr Muzayin
Alimon and seconded by Prof. Madya Dr Wan Fuad Wan Hassan.
|
Secretary
|
|
4
|
Matter Arising
4.1 Representatives
from Electronic Manufacturers
4.2
MS866-Specification for barites
used in oil-well
drilling & ISO 13500:1998
|
Prof Madya Dr Luay informed that USM had a compiled list of the
manufacturers. Dr Luay will email to secretary this list for onwards actions.
Secretary reported that `ISO 13500:1998
Petroleum & natural gas industries-Drilling fluids
materials-Specification & tests` have been forwarded to ISC H on
petroleum and Gas. Member will be informed of the ISC H decision as soon as
they had their next meeting, which was scheduled on late August/early
September
|
Prof Madya Dr Luay
Secretary
|
Sunday, January 30, 2011
Minutes of meeting using correct verb tense and format
Explanation of correct verb tense
"The chairman of the building committee reported
that bids will be let on the new construction in
January." You tell what happened in the meeting. The chairman gave
his report. PAST TENSE. What did he report? He reported that
progress is being made. PRESENT PROGRESSIVE TENSE. He reported
that the building will be completed in 2010. SIMPLE FUTURE TENSE.
I'd describe the secretary's use of other than past tenses in these three
cases as "discretionary." Would be let; was being
made; would be completed, are all fine.
For practical purposes, the secretary may view his work as a record for posterity, or he may be thinking in terms of how the minutes of the meeting will be used (or will sound) when they are reviewed at the following meeting a month hence. At that time, the projected events may well be still in the future.
Perhaps you should seek more professional advice. My "secretary" experience has been somewhat informal.
(I'll try to catch up on your previous post, if no one beats me to it.) - A.
For practical purposes, the secretary may view his work as a record for posterity, or he may be thinking in terms of how the minutes of the meeting will be used (or will sound) when they are reviewed at the following meeting a month hence. At that time, the projected events may well be still in the future.
Perhaps you should seek more professional advice. My "secretary" experience has been somewhat informal.
(I'll try to catch up on your previous post, if no one beats me to it.) - A.
Minutes of meeting using the correct verb tense and format
Confirmation of minutes (2/2004) The minutes of the last
meeting (2/2004) were noted and approved as true record of the meeting with
minor amendments on the numbering.Proposer: Mr Muzayin AlimonSeconder: Prof
Madya Dr Wan Fuad Wan Hassan 4. Matters
arising 4.1 Item
4.1 Representatives
from electronic manufacturers Prof Madya Dr Luay expressed that USM has
a compiled list of the manufacturers. Dr Luay will email to secretary this list
for onward actions.(Action: Prof Madya Dr
Luay) 4.2 Item
5.2 MS 866 – Specification
for barytes used in oil-well drilling & ISO 13500: 1998 Secretary reported that ‘ISO 13500: 1998 Petroleum and
natural gas industries – Drilling fluids materials – Specifications and tests’ has been forwarded to ISC H on Petroleum and
Gas. Member will be informed of the ISC H decision
as soon as they had their next meeting, which is scheduled on late August/
early September.
(Action: Secretary)
HOW TO WRITE A MEMO CALLING FOR MEETING?
We have a key point :
1. Who is calling the meeting?
2. What is the purpose?
3. What's on the agenda?
4. Date/Time/Location?
5. Is the meeting mandatory?
6. Will food be provided? How long is the meeting?
Are you in the preliminary stages of meeting planning? In other words, are you gauging participants or has the meeting already been planned and you just need to send the announcement?
In the memo, I would include the points listed above. You want to give as much info as possible.
1. Who is calling the meeting?
2. What is the purpose?
3. What's on the agenda?
4. Date/Time/Location?
5. Is the meeting mandatory?
6. Will food be provided? How long is the meeting?
Are you in the preliminary stages of meeting planning? In other words, are you gauging participants or has the meeting already been planned and you just need to send the announcement?
In the memo, I would include the points listed above. You want to give as much info as possible.
This is an example of memo calling for meeting
UNIVERSITI
KUALA LUMPUR
INSTITUTE
OF PRODUCT DESIGN AND MANUFACTURING
(UniKL
IPROM)
Notice of meeting
A meeting of the
English Day for L01 Professional Communication 1 committee will be held in the
Student Hub on Wednesday, 26 January 2011 at 09.30 am.
Agenda
1. Apologies for
absence
2. Confirmation of
previous minutes
3. Matters arising
from the previous meeting
4. Brainstorming
Activities for English Day
5. Any other business
6. Date and time of
next meeting
25 JANUARY 2011
……………………………………………..
Nursyamime Binti
Zulkafli
Secretary
FORMAT MINUTE OF MEETING
These
days, many of us find ourselves in the position of taking meeting minutes
without a clue of how to go about it. The following is a guide for making this
task easier:
- Make sure that all of the essential elements are noted, such as type of meeting, name of the organization, date and time, name of the chair or facilitator, main topics and the time of adjournment. For formal and corporate meetings include approval of previous minutes, and all resolutions.
- Prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes. By having the topics already written down, you can jump right on to a new topic without pause.
- Prepare a list of expected attendees and check off the names as people enter the room. Or, you can pass around an attendance sheet for everyone to sign as the meeting starts.
- To be sure about who said what, make a map of the seating arrangement, and make sure to ask for introductions of unfamiliar people.
- Don't make the mistake of recording every single comment, but concentrate on getting the gist of the discussion and taking enough notes to summarize it later. Remember that minutes are the official record of what happened, not what was said, at a meeting.
- Use whatever device is comfortable for you, a notepad, a laptop computer, a tape recorder, a steno pad, shorthand. Many people routinely record important meetings as a backup to their notes.
- Be prepared! Study the issues to be discussed and ask a lot of questions ahead of time. If you have to fumble for understanding while you are making your notes, they won't make any sense to you later.
- Don't wait too long to type up the minutes, and be sure to have them approved by the chair or facilitator before distributing them to the attendees.
- Don't be intimidated, you may be called upon many times to write meeting minutes, and the ability to produce concise, coherent minutes is widely admired and valued.
Example
of Minutes Format
Name
of Organization:
Purpose
of Meeting:
Date/Time:
Chair:
|
|||
Topic
|
Discussion
|
Action
|
Person
Responsible
|
1.
|
|||
2.
|
|||
The example minute of meeting
MINUTES
UNIVERSITI KUALA LUMPUR
INSTITUTE OF PRODUCT DESIGN AND
MANUFACTURING
(UniKL IPROM)
Minutes
of a meeting of the English Day for L01 Professional Communication 1 committee
was held at the Student Hub on Wednesday,26 January 2011 at 09.30 am.
Chairperson
Mohd Shariful Azman
Presenter
Nor Mohd Zulfaqar Bin Baharudin
Abu Dzar Bin Baharom
Norain Binti Mesron
Secretary
Nursyamime Binti Zulkafli
The
chairperson opened the meeting at 09.40 am.
Action
1.
APOLOGIES FOR ABSENCE
Everybody
attended.
2.
CONFIRMATION OF PREVIOUS MINUTES
No
previous meeting.
3.
MATTERS ARISING FROM THE PREVIOUS MEETING
The
Chairman asked to proceed the meeting due to no previous meeting.
4.
BRAINSTORMING ACTIVITIES FOR ENGLISH DAY
• 1st IDEA-UniKL IPROM EXPOSED ROAD
SHOW
This
activity was suggested by Mr.Azman. to guide especially
students
from
Matriculation, Diploma or STPM to further their study in Bachelor/
Master.
•
2nd IDEA-CARNIVAL GAMES
It was suggested by Mr.Zulfaqar.
propose 2 types of games
during
Academic
Week which is Main Games (Snake Checker Box) and
Mini
Games
(Guess Card, Pyramid Apple, Play in 60 seconds, Dart).
•
3rd FORUM / SEMINAR
It was suggested by Ms. Syamime. For
the forum, she suggest to
make
a
forum about enhancing interpersonal skill by invite a
speaker.
•
4th IPROM GREEN DAY
It was suggested by Mr. Abu. For this
activity, all students are going to be
teaching
in recycling all item and how to make our world become a
green
and
healthy world.
•
5th REMOTE CONTROL CAR RACING COMPETITION
It was suggested by Mr.Azman The
participants are required to bring
Their
own control car. Each entry will be charged
RM2.
•
6th COLOURING COMPETITION
It
was suggested by Ms.Norain She will draw a picture of car. The
participants
just required to color it. The color properties will be
provided.
PROMOTION
-
Poster
-
Facebook
-
Flyers
INVITATION
-
Giving information the advantage of event
-
Giving Prize for the games event
5.
ANY OTHER BUSINESS
There
was no other business
6.
DATE AND TIME FOR THE NEXT MEETING
It
was agreed that the next meeting was held at the Student Hub on
Wednesday,
26 January 2011 at 09.30 am.
Meeting
was adjourned at 12.30pm.
........................................
................
Confirmed
by
Date:
Mr.Mohd
Shariful Azman Bin
Chairperson
.......................................
.................
Recorded
by
Date:
Nursyamime
Binti Zulkafli
Secretary
Subscribe to:
Posts (Atom)