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WRB Minutes - QB

Sharon Neo
Sharon Neo

The document provides guidance on writing minutes of meetings in 3 paragraphs or less: 1. It describes the common format for minutes including the title, attendance, adoption of previous minutes, matters arising, discussion topics, other business, date of next meeting, and time of termination. 2. Key elements like attendance should list members present in order of importance. Adoption of previous minutes involves proposing and seconding that the minutes be adopted. 3. Discussion topics are where main issues are debated and decisions made. Other business covers any additional items not on the agenda.

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Page 175, guys. Noticemeeting) (Before the of Meeting
Notice of Meeting Document sent to inform members or participants of an impending meeting
Notice of Meeting 1. Informs members of the day, date, time & place of meeting. 2. Includes an agenda, which lists all the items that are to be discussed. 3. Other Instructions.
1. Inform Please be informed that the next Relak-one-Korner Committee meeting will be held on Thursday, 1 Nov 2012 at 1400 hours in Classroom 1607. The 11/2012 QB Writing For Business Department meeting will be held on Day: Thursday Date: 1 Nov 2012 Time: 1400 hours Place: Classroom 1607 4
2. Agenda agenda 側 jend側 noun a list of items of business to be considered and discussed at a meeting 5
Example of Agenda 1. Apologies For Absence 2. Minutes Of Last Meeting 3. Matters Arising 4. Current Topic 1 5. Current Topic 2 6. Any Other Business 7. Date Of Next Meeting 6
3. Other Instruction Please be punctual. Attendance is compulsory. Please submit all discussion papers and status reports by 1 Nov 2012.
Cyberway Caf辿 Memorandum Notice of Meeting To : All Friends of QB From : Sharon Neo Chief Bochup Officer (Memo Style) Date : 1 Nov 2012 Ref : CE/666 NOTICE OF MEETING Please note that the next monthly meeting of the Relak Committee will be held on Thursday, 1 Nov 2012 at 1400 hours in Classroom 1607. AGENDA 1. Apologies For Absence 2. Minutes Of Last Meeting 3. Matters Arising 4. Sales Report 5. Staff Incentive Scheme 6. Any Other Business 7. Date Of Next Meeting Sharon Neo 8
Notice of Meeting (Letter Style) Cyberway Caf辿 The agenda will be as follows : 138 Bradell Heights 1. Apologies For Absence Singapore 205567 2. Minutes Of Last Meeting Tel : 3537760 3. Matters Arising Fax : 3534686 4. Proposed Activities 5. Proposed Schedule Of Our ref: CC/2012 Activities Of Sub-Committees Your ref: 6. Proposed Budget 7. Any Other Business 1 Nov 2012 8. Date of Next Meeting Miss Judith Lee Please note that attendance is Blk 2 #08-98 Bukit Merah Road compulsory and be punctual. Singapore 079845 Yours sincerely Dear Miss Lee Sharon Neo (Miss) NOTICE OF MEETING Chief Bochup Officer Enc (if any) Please note that the next meeting of the Promotion Working Committee will be held on Tuesday, 17 Jan at 1430 hours 9 in Novelette Hotel, Hibiscus Room.
Minutesthe meeting) Minutes of (during/after Meeting of Meeting Page 181, guys.
Minutes of Meeting Of鍖cial record of a meeting Whats the point? What happened during the meeting Main issues discussed Decisions taken 11
Secretary takes notes during the meeting. Secretary drafts minutes based on notes. Secretary sends draft to the Chairman of meeting. Chairman confirms the draft. Chairman / Secretary distributes minutes to members.
Format of Minutes Samples: Page 188 - 193 1. Title 2. Attendance 3. Apologies For Absence 4. Minutes of Last Meeting (Adoption of Minutes) 5. Matters Arising 6. Current Topic 1 6. Current Topic 2 (and more, maybe) 7. Any Other Business 8. Date of Next Meeting 9. Termination of Meeting
Format 1. title Minutes of the Name of the Committee or Dept Meeting Held on Day, Date at Time in Place. Example: Minutes Of Relak-One-Korner Meeting Held On 1 November 2012 At 1400 Hours In Classroom 1607.
Format 2. Attendance List the names of members present. (in order of importance or alphabetical order) Example: Present Miss Sharon Neo Chair(wo)man Miss Nur Amalia Member Mr. Mahathir Bin Rahim Member Miss Angel Chan Member Mr Eugene Tan Secretary
Format Order of names In a committee meeting Chairman Vice Chairman 2. Attendance Treasurer Members (in alphabetical order) Secretary In a departmental meeting In a Board of Directors meeting Manager/ Head of Department Chairman/ President Officers or Executives Board Members/ Directors Other lower level staff Managers Secretary Secretary (Board or Co Secretary)
Format If designations are given: 2. Attendance Mr Sean Lee Manager Chairman Miss Cher Loo H R Officer Member Mr Arnez Soo A O Officer Member Mdm Selvi G O Officer Secretary If no designations are given: Mr John Long Chairman Mdm Wong Li Sian Treasurer Mr Selvam Member Mrs Ho Mei Lee Hon Secretary Names of representatives from external organisations: In Attendance Mr Jon Li DP Architect
Format 3. Apologies For Absence There were none / No one was absent / There were no absentees. For members who are absent, names will be listed as follows: Absent Mr R Tan On Reservist Training with Apologies Mrs Li On Medical Leave Other reasons that could be cited: On Annual Leave On Maternity Leave On Overseas Assignment On No Pay Leave Attend To Personal Matters If no reasons are cited, leave the reason blank
Format 4. Adoption of Minutes Section where Chairman seeks confirmation on the accuracy of the record of previous meeting Adoption Procedure Normally one person will propose that the minutes be adopted. Another person would second the proposal. If no objections, minutes are then considered adopted.
Format 4. Adoption of Minutes Writing the Adoption of Minutes If no amendments, * The Committee adopted the minutes of the last meeting, OR * The minutes of the last meeting were adopted as a true and accurate record, OR * There were no amendments raised and the minutes of the previous meeting were adopted.
Format 4. Adoption of Minutes Writing the Adoption of Minutes If one amendment, It was pointed out by Mr Tan that Para 4 of Section V should be read as The Committee decided to keep the matter in abeyance. The minutes of the last meeting were then adopted. OR The minutes of the previous meeting were confirmed with Para 2 of Section I be amended as Miss Priscilla Gan had agreed to chair the Publicity Sub- committee. However, she needed an assistant to help her with the administrative work.
Format 4. Adoption of Minutes Writing the Adoption of Minutes If more than one amendment, The committee adopted the minutes of the previous meeting with the following amendments: 1. Mr Lin Hee Fung be amended as Mr Lim Hi Fan. 2. Mr Han agreed to the proposal and not disagreed.
Format 4. Adoption of Minutes Note There is no Adoption of Minutes at the First Meeting.
Format 5. Matters Arising Members report on the current status of matters that were discussed or decided in the previous meeting. Jonathan, have you Chairman Jonathan arranged for Starbucks in our meeting room, as Yes, Sir. We are waiting discussed in the for the year 1971. previous meeting? Random Information: The Chairman comes to our home, he takes the trouble to make detailed inquiries while chatting (1965)
Format 6. Current Topics This is the section where main issues of the meeting are being discussed. Members could raise their views, give their opinion and decide on an appropriate course of actions. Useful Terms (It was... / Ms Sharon.. / The Chairman...) Suggested Expressed Enquired Decided Pointed out Proposed Explained Clarified Noted
Format 7. Any Other Business Any topics which are not listed in the agenda will be discussed in this section. Examples: Hot Water Dispenser 1 Mr Balbir Singh suggested that a hot water dispenser be purchased. 2 The committee agreed to the suggestion, and Miss Jane Lee was assigned to look for a suitable model. Fire Drill 3 It was noted that the fire drill was successfully conducted.
Format 8. Date of Next Meeting At the end of a meeting, a day is scheduled for the next meeting. If a date is fixed: The next meeting would be held on Fri 13 Feb 97 at 1600 hours in the Staff Lounge. If no date is fixed: 1 The Secretary would inform members of the date of next meeting. 2 The date of next meeting would be scheduled and the secretary would inform the committee in due course 3 The date of next meeting would be confirmed at a later date.
Format 9. Termination of Meeting As a matter of good practice, the secretary would record the time the meeting ended. Example: Termination of Meeting The meeting ended at 1530 hours
Minutes of Meeting The Various Styles Narrative style summarises the members discussion, and are written in paragraphs. Resolution style briefly mentions the discussions, and emphasizes mainly on the decisions or resolutions made. Action style is like the narrative style, except that a column is created at the right hand margin. This is to include the name of the person responsible for following- up on certain actions decided during the meeting.

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WRB Minutes - QB

  • 2. Notice of Meeting Document sent to inform members or participants of an impending meeting
  • 3. Notice of Meeting 1. Informs members of the day, date, time & place of meeting. 2. Includes an agenda, which lists all the items that are to be discussed. 3. Other Instructions.
  • 4. 1. Inform Please be informed that the next Relak-one-Korner Committee meeting will be held on Thursday, 1 Nov 2012 at 1400 hours in Classroom 1607. The 11/2012 QB Writing For Business Department meeting will be held on Day: Thursday Date: 1 Nov 2012 Time: 1400 hours Place: Classroom 1607 4
  • 5. 2. Agenda agenda 側 jend側 noun a list of items of business to be considered and discussed at a meeting 5
  • 6. Example of Agenda 1. Apologies For Absence 2. Minutes Of Last Meeting 3. Matters Arising 4. Current Topic 1 5. Current Topic 2 6. Any Other Business 7. Date Of Next Meeting 6
  • 7. 3. Other Instruction Please be punctual. Attendance is compulsory. Please submit all discussion papers and status reports by 1 Nov 2012.
  • 8. Cyberway Caf辿 Memorandum Notice of Meeting To : All Friends of QB From : Sharon Neo Chief Bochup Officer (Memo Style) Date : 1 Nov 2012 Ref : CE/666 NOTICE OF MEETING Please note that the next monthly meeting of the Relak Committee will be held on Thursday, 1 Nov 2012 at 1400 hours in Classroom 1607. AGENDA 1. Apologies For Absence 2. Minutes Of Last Meeting 3. Matters Arising 4. Sales Report 5. Staff Incentive Scheme 6. Any Other Business 7. Date Of Next Meeting Sharon Neo 8
  • 9. Notice of Meeting (Letter Style) Cyberway Caf辿 The agenda will be as follows : 138 Bradell Heights 1. Apologies For Absence Singapore 205567 2. Minutes Of Last Meeting Tel : 3537760 3. Matters Arising Fax : 3534686 4. Proposed Activities 5. Proposed Schedule Of Our ref: CC/2012 Activities Of Sub-Committees Your ref: 6. Proposed Budget 7. Any Other Business 1 Nov 2012 8. Date of Next Meeting Miss Judith Lee Please note that attendance is Blk 2 #08-98 Bukit Merah Road compulsory and be punctual. Singapore 079845 Yours sincerely Dear Miss Lee Sharon Neo (Miss) NOTICE OF MEETING Chief Bochup Officer Enc (if any) Please note that the next meeting of the Promotion Working Committee will be held on Tuesday, 17 Jan at 1430 hours 9 in Novelette Hotel, Hibiscus Room.
  • 10. Minutesthe meeting) Minutes of (during/after Meeting of Meeting Page 181, guys.
  • 11. Minutes of Meeting Of鍖cial record of a meeting Whats the point? What happened during the meeting Main issues discussed Decisions taken 11
  • 12. Secretary takes notes during the meeting. Secretary drafts minutes based on notes. Secretary sends draft to the Chairman of meeting. Chairman confirms the draft. Chairman / Secretary distributes minutes to members.
  • 13. Format of Minutes Samples: Page 188 - 193 1. Title 2. Attendance 3. Apologies For Absence 4. Minutes of Last Meeting (Adoption of Minutes) 5. Matters Arising 6. Current Topic 1 6. Current Topic 2 (and more, maybe) 7. Any Other Business 8. Date of Next Meeting 9. Termination of Meeting
  • 14. Format 1. title Minutes of the Name of the Committee or Dept Meeting Held on Day, Date at Time in Place. Example: Minutes Of Relak-One-Korner Meeting Held On 1 November 2012 At 1400 Hours In Classroom 1607.
  • 15. Format 2. Attendance List the names of members present. (in order of importance or alphabetical order) Example: Present Miss Sharon Neo Chair(wo)man Miss Nur Amalia Member Mr. Mahathir Bin Rahim Member Miss Angel Chan Member Mr Eugene Tan Secretary
  • 16. Format Order of names In a committee meeting Chairman Vice Chairman 2. Attendance Treasurer Members (in alphabetical order) Secretary In a departmental meeting In a Board of Directors meeting Manager/ Head of Department Chairman/ President Officers or Executives Board Members/ Directors Other lower level staff Managers Secretary Secretary (Board or Co Secretary)
  • 17. Format If designations are given: 2. Attendance Mr Sean Lee Manager Chairman Miss Cher Loo H R Officer Member Mr Arnez Soo A O Officer Member Mdm Selvi G O Officer Secretary If no designations are given: Mr John Long Chairman Mdm Wong Li Sian Treasurer Mr Selvam Member Mrs Ho Mei Lee Hon Secretary Names of representatives from external organisations: In Attendance Mr Jon Li DP Architect
  • 18. Format 3. Apologies For Absence There were none / No one was absent / There were no absentees. For members who are absent, names will be listed as follows: Absent Mr R Tan On Reservist Training with Apologies Mrs Li On Medical Leave Other reasons that could be cited: On Annual Leave On Maternity Leave On Overseas Assignment On No Pay Leave Attend To Personal Matters If no reasons are cited, leave the reason blank
  • 19. Format 4. Adoption of Minutes Section where Chairman seeks confirmation on the accuracy of the record of previous meeting Adoption Procedure Normally one person will propose that the minutes be adopted. Another person would second the proposal. If no objections, minutes are then considered adopted.
  • 20. Format 4. Adoption of Minutes Writing the Adoption of Minutes If no amendments, * The Committee adopted the minutes of the last meeting, OR * The minutes of the last meeting were adopted as a true and accurate record, OR * There were no amendments raised and the minutes of the previous meeting were adopted.
  • 21. Format 4. Adoption of Minutes Writing the Adoption of Minutes If one amendment, It was pointed out by Mr Tan that Para 4 of Section V should be read as The Committee decided to keep the matter in abeyance. The minutes of the last meeting were then adopted. OR The minutes of the previous meeting were confirmed with Para 2 of Section I be amended as Miss Priscilla Gan had agreed to chair the Publicity Sub- committee. However, she needed an assistant to help her with the administrative work.
  • 22. Format 4. Adoption of Minutes Writing the Adoption of Minutes If more than one amendment, The committee adopted the minutes of the previous meeting with the following amendments: 1. Mr Lin Hee Fung be amended as Mr Lim Hi Fan. 2. Mr Han agreed to the proposal and not disagreed.
  • 23. Format 4. Adoption of Minutes Note There is no Adoption of Minutes at the First Meeting.
  • 24. Format 5. Matters Arising Members report on the current status of matters that were discussed or decided in the previous meeting. Jonathan, have you Chairman Jonathan arranged for Starbucks in our meeting room, as Yes, Sir. We are waiting discussed in the for the year 1971. previous meeting? Random Information: The Chairman comes to our home, he takes the trouble to make detailed inquiries while chatting (1965)
  • 25. Format 6. Current Topics This is the section where main issues of the meeting are being discussed. Members could raise their views, give their opinion and decide on an appropriate course of actions. Useful Terms (It was... / Ms Sharon.. / The Chairman...) Suggested Expressed Enquired Decided Pointed out Proposed Explained Clarified Noted
  • 26. Format 7. Any Other Business Any topics which are not listed in the agenda will be discussed in this section. Examples: Hot Water Dispenser 1 Mr Balbir Singh suggested that a hot water dispenser be purchased. 2 The committee agreed to the suggestion, and Miss Jane Lee was assigned to look for a suitable model. Fire Drill 3 It was noted that the fire drill was successfully conducted.
  • 27. Format 8. Date of Next Meeting At the end of a meeting, a day is scheduled for the next meeting. If a date is fixed: The next meeting would be held on Fri 13 Feb 97 at 1600 hours in the Staff Lounge. If no date is fixed: 1 The Secretary would inform members of the date of next meeting. 2 The date of next meeting would be scheduled and the secretary would inform the committee in due course 3 The date of next meeting would be confirmed at a later date.
  • 28. Format 9. Termination of Meeting As a matter of good practice, the secretary would record the time the meeting ended. Example: Termination of Meeting The meeting ended at 1530 hours
  • 29. Minutes of Meeting The Various Styles Narrative style summarises the members discussion, and are written in paragraphs. Resolution style briefly mentions the discussions, and emphasizes mainly on the decisions or resolutions made. Action style is like the narrative style, except that a column is created at the right hand margin. This is to include the name of the person responsible for following- up on certain actions decided during the meeting.