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Notice, agenda & Minutes of Meeting.

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Rishab Gupta
Rishab Gupta

The minutes summarize a meeting of the ABC Holdings Pvt. Ltd committee held on September 7, 2015. Items discussed included: approving previous meeting's minutes, reviewing restaurant half-year accounts and potential coffee machine purchases, arranging estimates for repairing the women's washrooms, requesting study leave for trainee examinations, selecting a venue and date for an upcoming Diwali party, and scheduling the next meeting for October 8.

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NOTICE, AGENDA AND MINUTES OF MEETINGS NOTICE AND AGENDA IBS Sports & Social club A meeting of the Sports & Social club will be held at the ground floor conference hall on Saturday, 29th August 2015, at 2.00 pm. AGENDA 1. Minutes of the last meeting 2. Football matches and results 3. New Aerobics classes 4. Purchase of tennis equipment 5. Annual dinner and dance 6. Any other business 7. Date of the next meeting
MINUTES OF THE MEETING IBS Minutes of the 2nd meeting of the Sports & Social club held at the ground floor conference hall on Saturday, 29th August 2015, at 2.00 pm. Present Ms. Kesha Vaswani (Chairperson) Mr. Tushar Seth Mr. Avinash Iyer Ms. Juhi Singh Ms. Abha Agarwal Mr. Ashok Nair Absent Ms. Meera Ved Mr. Sailesh Patel
1. Minutes of the last meeting: The Chairperson asked members to correctan error in item 3.1 where the figure Rs. 1200 was wrongly mentioned as Rs. 2100. After this correction the minutes were approved and signed by the Chairman as a correct record. 2. Football matches and results: 2.1 Avinash Iyer reported the results of the 3 football matches during August: Team A V/s Team B 12 August Won 4-3 Team C V/s Team D 18 August Lost 3-2 Team A V/s Team D 26 August Won 5-2 2.2 Future matches were scheduled as below: Team B V/s Team C 1 September 3. New Aerobics classes Juhi Singh proposed that aerobics classes should be held. Abha Agarwal from the gym had agreed to conduct such classes in the gym every Wednesday between 6pm and 7pm Juhi would circulate a notice to all staff announcing the first Aerobics classes on September 2. 4. Purchase of tennis equipment Tushar Seth reported that the Tennis Tournament would begin on September 4. New racquets and nets were to be purchased and the courts needed repairs. It was agreed that Tushar make the necessary arrangements at the earliest.
5. Annual dinner and dance It was agreed that the Annual Dinner and Dance be held on October 1. Ashok Nair agreed to take charge of the necessary arrangements. It was suggested to contact the Renaissance, Powai to make enquiries regarding their facilities and report it at the next meeting. Members were asked to consider ideas for the next meeting. 6. Any other business Abha Agarwal requested an allocation of Rs. 10000 to replace the speakers at the gym. It was decided to come to a decision in this regard by the next meeting. 7. Date of the next meeting It was agreed that the next meeting would be held at the ground floor conference hall on Thursday, September 3 2015 at 4.30 pm. (Chairperson) (Date)
Rewrite the following verbatim records of a meeting in the form of Minutes of the meeting: 1. (The Chairman) Ms. Jones, will you please arrange for quotations on the recarpeting of the sales office and report back next time? 2. (Mr. Singh) Id like to recommend the purchase of a photocopier for the personnel department. 3. (Ms. Sharma) The drinks machine on the third floor is out of order. 4. (Mr. Murugan) It has been brought to my attention that empty boxes are being left on the stairs next to the reception. This is causing a safety hazard. 5. (Ms. Shah) Arrangements for Saturday Morning lecturers are the responsibility of our committee and Id like to invite suggestions for speakers.
Following is an extract of a meeting held at ABC Holdings Pvt. Ltd, which was held at 4pm on Monday, 07 September 2015 in the Chairmans office. Go through the details and prepare minutes of the meeting. Mr. Talwar (Chairman): Well, its 4 oclock and we all appear to be here so shall we get started? Anthony Fernandes wont be joining us as hes attending a business conference this week. Do you all have the last meetings minutes? (agreement) Are there any ammendments of can I sign them as a correct record? (Chairman Signs) Good, matters arising? Anything to report? (Nothing) Chairman: Alright, lets move on to item no. 3. Jai, I believe you were going to talk about the restaurant. Did you bring along the accounts for the half year ending September 30? Mr. Jai Thakkar: Yes, I have copies for everyone (distributes copies). As you will see, the accounts show that we made a profit of Rs. 1.3 Cr over the first six months of the year. Id like to suggest we use some of this by buying 4 new coffee machines. The present ones are rather old and frequently break down. Chairman: I think wed better obtain some estimates first before arriving at a decision. Could you please check and we could talk about this more next time? (Mr. Thakkar agrees) Chairman: Right, well move to Washroom repair work now. Ive received several complaints about the womens washrooms. Ive been to see what the fuss is all about and I agree that it does need upgrading. Ms. Varsha Bhasin: Yes, these are near my workstation. Apart from several locks being faulty, there are chipped tiles, and the state of decoration is very poor. Chairman: Id like a volunteer to arrange for some local workmen to look at the washroom and give us an estimate on the cost of the repairs. Ms. Bhasin: Ill gladly do that. Something needs to be done quickly. Chairman: Right, thats something else to continue with the next time. Ravi, youre next, I believe? Mr. Ravi Srivastava: Thankyou. Well, as you know, as Training Officer I have lot of contact with our young trainees. Many of them attend college for evening courses which the Company sponsors. Examinations are coming up in October and these people dont have much time to study. Id like to suggest that they be given two weeks study leave prior to their exams.
Ms. Bhasin: Thats a valid point, Ravi. Yamini in my department, she works very hard for us and I know she goes to college in the evenings three days a week. It would kill me! Chairman: I can sympathise but I really dont think its within our power as a committee to make such a decision. Can I suggest that you write a formal memo to the Board? They have a Board meeting early in October. I believe, you should ask them to include this item in the agenda. By the time we meet again, we should have an answer for them. Ravi: Yes I think that will be best. Ill get a memo out tomorrow. Chairman: Now, the final item. Diwali party and lunch. Ms. Sheware, did you get some specimen menus from hotels? Ms. Anandini Sheware: Yes, I have some samples for us to look at. (distributes copies) Mr. Ravi Srivastava: This one looks brilliant the Marina Hotel quite reasonably priced too. Mr. Jai Thakkar: I agree, it seems far superior than the others. Ms. Sheware: Thats what I thought too. I suggest we should confirm with The Marina if everyone agrees. (agreement) Chairman: Has a date been finalised yet? Ms. Sheware: No, I suggest the Monday before Diwali, 9th November if that is ok with everyone. (agreement) Chairman: Right then, Ms. Sheware, can we leave it to you to make all the necessary arrangements? Ms. Sheware: Oh sure, Ill get in touch with The Marina to confirm with them, and Ill also put up a notice on the staff bulletin board. I hope it will be as successful as last years. Chairman: With everything left to you, Ms. Sheware, Im sure it cant fail to be successful. Right, moving on, is there anything else anyone wants to discuss? No? Right, then lets decide on a date for the next meeting4 weeks time as usual? Can I suggest 8th October then? Same time? Good, Ok then, thank you all for attending.

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Notice, agenda & Minutes of Meeting.

  • 1. NOTICE, AGENDA AND MINUTES OF MEETINGS NOTICE AND AGENDA IBS Sports & Social club A meeting of the Sports & Social club will be held at the ground floor conference hall on Saturday, 29th August 2015, at 2.00 pm. AGENDA 1. Minutes of the last meeting 2. Football matches and results 3. New Aerobics classes 4. Purchase of tennis equipment 5. Annual dinner and dance 6. Any other business 7. Date of the next meeting
  • 2. MINUTES OF THE MEETING IBS Minutes of the 2nd meeting of the Sports & Social club held at the ground floor conference hall on Saturday, 29th August 2015, at 2.00 pm. Present Ms. Kesha Vaswani (Chairperson) Mr. Tushar Seth Mr. Avinash Iyer Ms. Juhi Singh Ms. Abha Agarwal Mr. Ashok Nair Absent Ms. Meera Ved Mr. Sailesh Patel
  • 3. 1. Minutes of the last meeting: The Chairperson asked members to correctan error in item 3.1 where the figure Rs. 1200 was wrongly mentioned as Rs. 2100. After this correction the minutes were approved and signed by the Chairman as a correct record. 2. Football matches and results: 2.1 Avinash Iyer reported the results of the 3 football matches during August: Team A V/s Team B 12 August Won 4-3 Team C V/s Team D 18 August Lost 3-2 Team A V/s Team D 26 August Won 5-2 2.2 Future matches were scheduled as below: Team B V/s Team C 1 September 3. New Aerobics classes Juhi Singh proposed that aerobics classes should be held. Abha Agarwal from the gym had agreed to conduct such classes in the gym every Wednesday between 6pm and 7pm Juhi would circulate a notice to all staff announcing the first Aerobics classes on September 2. 4. Purchase of tennis equipment Tushar Seth reported that the Tennis Tournament would begin on September 4. New racquets and nets were to be purchased and the courts needed repairs. It was agreed that Tushar make the necessary arrangements at the earliest.
  • 4. 5. Annual dinner and dance It was agreed that the Annual Dinner and Dance be held on October 1. Ashok Nair agreed to take charge of the necessary arrangements. It was suggested to contact the Renaissance, Powai to make enquiries regarding their facilities and report it at the next meeting. Members were asked to consider ideas for the next meeting. 6. Any other business Abha Agarwal requested an allocation of Rs. 10000 to replace the speakers at the gym. It was decided to come to a decision in this regard by the next meeting. 7. Date of the next meeting It was agreed that the next meeting would be held at the ground floor conference hall on Thursday, September 3 2015 at 4.30 pm. (Chairperson) (Date)
  • 5. Rewrite the following verbatim records of a meeting in the form of Minutes of the meeting: 1. (The Chairman) Ms. Jones, will you please arrange for quotations on the recarpeting of the sales office and report back next time? 2. (Mr. Singh) Id like to recommend the purchase of a photocopier for the personnel department. 3. (Ms. Sharma) The drinks machine on the third floor is out of order. 4. (Mr. Murugan) It has been brought to my attention that empty boxes are being left on the stairs next to the reception. This is causing a safety hazard. 5. (Ms. Shah) Arrangements for Saturday Morning lecturers are the responsibility of our committee and Id like to invite suggestions for speakers.
  • 6. Following is an extract of a meeting held at ABC Holdings Pvt. Ltd, which was held at 4pm on Monday, 07 September 2015 in the Chairmans office. Go through the details and prepare minutes of the meeting. Mr. Talwar (Chairman): Well, its 4 oclock and we all appear to be here so shall we get started? Anthony Fernandes wont be joining us as hes attending a business conference this week. Do you all have the last meetings minutes? (agreement) Are there any ammendments of can I sign them as a correct record? (Chairman Signs) Good, matters arising? Anything to report? (Nothing) Chairman: Alright, lets move on to item no. 3. Jai, I believe you were going to talk about the restaurant. Did you bring along the accounts for the half year ending September 30? Mr. Jai Thakkar: Yes, I have copies for everyone (distributes copies). As you will see, the accounts show that we made a profit of Rs. 1.3 Cr over the first six months of the year. Id like to suggest we use some of this by buying 4 new coffee machines. The present ones are rather old and frequently break down. Chairman: I think wed better obtain some estimates first before arriving at a decision. Could you please check and we could talk about this more next time? (Mr. Thakkar agrees) Chairman: Right, well move to Washroom repair work now. Ive received several complaints about the womens washrooms. Ive been to see what the fuss is all about and I agree that it does need upgrading. Ms. Varsha Bhasin: Yes, these are near my workstation. Apart from several locks being faulty, there are chipped tiles, and the state of decoration is very poor. Chairman: Id like a volunteer to arrange for some local workmen to look at the washroom and give us an estimate on the cost of the repairs. Ms. Bhasin: Ill gladly do that. Something needs to be done quickly. Chairman: Right, thats something else to continue with the next time. Ravi, youre next, I believe? Mr. Ravi Srivastava: Thankyou. Well, as you know, as Training Officer I have lot of contact with our young trainees. Many of them attend college for evening courses which the Company sponsors. Examinations are coming up in October and these people dont have much time to study. Id like to suggest that they be given two weeks study leave prior to their exams.
  • 7. Ms. Bhasin: Thats a valid point, Ravi. Yamini in my department, she works very hard for us and I know she goes to college in the evenings three days a week. It would kill me! Chairman: I can sympathise but I really dont think its within our power as a committee to make such a decision. Can I suggest that you write a formal memo to the Board? They have a Board meeting early in October. I believe, you should ask them to include this item in the agenda. By the time we meet again, we should have an answer for them. Ravi: Yes I think that will be best. Ill get a memo out tomorrow. Chairman: Now, the final item. Diwali party and lunch. Ms. Sheware, did you get some specimen menus from hotels? Ms. Anandini Sheware: Yes, I have some samples for us to look at. (distributes copies) Mr. Ravi Srivastava: This one looks brilliant the Marina Hotel quite reasonably priced too. Mr. Jai Thakkar: I agree, it seems far superior than the others. Ms. Sheware: Thats what I thought too. I suggest we should confirm with The Marina if everyone agrees. (agreement) Chairman: Has a date been finalised yet? Ms. Sheware: No, I suggest the Monday before Diwali, 9th November if that is ok with everyone. (agreement) Chairman: Right then, Ms. Sheware, can we leave it to you to make all the necessary arrangements? Ms. Sheware: Oh sure, Ill get in touch with The Marina to confirm with them, and Ill also put up a notice on the staff bulletin board. I hope it will be as successful as last years. Chairman: With everything left to you, Ms. Sheware, Im sure it cant fail to be successful. Right, moving on, is there anything else anyone wants to discuss? No? Right, then lets decide on a date for the next meeting4 weeks time as usual? Can I suggest 8th October then? Same time? Good, Ok then, thank you all for attending.