MINUTES OF MEETINGS

There are 3 main ways of producing minutes of a meeting.

1 Verbatim Minutes

2 Minutes of Resolution

3 Minutes of Narration

Verbatim Minutes

These are used primarily in court reporting, where everything is recorded word for word.

Minutes of Resolution

The discussions that took place are not recorded, only the main conclusions. The exact wording of any resolutions passed should be recorded, as in the following example:

PURCHASE OF PHOTOCOPIER The Company Secretary submitted a report from the Administration Manager containing full details of the trial of the Canon photocopier. IT WAS RESOLVED THAT the Canon photocopier be purchased at a cost of RM3,750.

Minutes of Narration

These minutes will be a concise summary of all the discussions which took place and the conclusions reached.

PURCHASE OF PHOTOCOPIER The Company Secretary submitted a report from the Administration Manager containing full details of the trial of the Canon Photocopier which had been used for a period of 4 weeks in the Printing Room. The machine’s many benefits were pointed out, including reduction/enlarging facilities and collating. After discussion, it was agreed that such a machine would be extremely valuable in the Company. The Company Secretary was asked to make the necessary arrangements for the photocopier to be purchased at the quoted price of RM3,750.

Example of A Complete Minutes

SABAH ENGINEERING SDN BHD MINUTES OF A MEETING OF THE SPORTS & SOCIAL CLUB COMMITTEE HELD IN THE REFECTORY ON TUESDAY 15 FEBRUARY 200- AT 1800 HOURS PRESENT Mr Charles Wee (Chairman) Ms Connie Chen (Secretary) Mrs Alison Chin (Treasurer) Mr Fandi Jadi Mr James Tan Mrs Wendy Moo ABSENT WITH APOLOGIES Mr Ahmad Zulkarnain Ms Chia Sok Huang ACTION 1 APOLOGIES FOR ABSENCE Apologies were received from Mr Ahmad and Ms Chia. Both are currently attending business conferences overseas. 2 MINUTES OF LAST MEETING The minutes were approved and signed by the Chairman as a correct report. 3 MATTERS ARISING There were no matters arising. 4 CHAIRMAN’S REPORT The Chairman pointed out that over the last 6 months membership had fallen by 20%. He suggested a circular to be sent to all staff who were not members of the Club. A tear-off slip would be included for interested staff to indicate their areas of interest. FJ 5 HOSPITAL VISIT Mrs Alison took flowers to QE hospital. A letter of appreciation has been received from QE. 6 BARBEQUE A barbeque will be held on 1 May 200-. Mrs Wendy will meet with her committee on 1 Mar 200- to discuss further details. WM 7 SQUASH Our company emerged the champion in a friendly match with other engineering companies in KK. 8 ANY OTHER BUSINESS There was no other business. 9 DATE OF NEXT MEETING It was agreed that the next meeting would be held on Tuesday, 15 March 200- _____________________________ (Chairman) _____________________________ (Date) 16 February 200- CW/CC