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Key terms: formal minutes; informal minutes.

Exercises

 

Exercise 1. Review questions:

  1. What do we call a written record of a meeting?
  2. What are the minutes written for?
  3. Who are the minutes signed by?
  4. What information should the minutes contain?
  5. Is there any difference between the formal and informal minutes?

 

Exercise 2. Write the minutes for a class session or a meeting, using the informal form discussed in this unit.
Exercise 3. Prepare a formal set of minutes for an actual meeting you have attended. If you have not attended such a meeting, you may make up the necessary information.
Exercise 4. Write up the Minutes of the following meeting from this transcript (the Minutes of the previous meeting have just been read):


Site Manager:

OK, weve all seen the final costing and building schedule for site A. Are there any comments?

Chief Engineer:

No, not really. Only I think that the building schedule is a bit optimistic.

Factory Manager:

Yes, I thought so too. Id also like to bring up the problem of car-parking facilities.

Site Manager:

I wondered when someone would mention that. Im afraid there are just going to be fewer parking spaces. The reserved parking for managers will continue but, as for the rest, it will be on a first come, first served basis.

Factory Manager:

Thats all very well, but the nearest parking round here is a 20 minutes walk. I reckon were letting ourselves in for a late starts.

Site Manager:

I dont see why. They cant have everything. Theyre getting their new rest facilities. Theyll just have to get up a little earlier in the morning.

Chief Engineer:

Why dont we investigate the possibility of using some of the spare space on the other side of the road?

Site Manager:

You mean the land belonging to Cussins and Sons?

Chief Engineer:

Yes, perhaps we could rent it on a short-term basis until they get round to building on it.

Site Manager:

Thats not a bad idea. George, could you get on to that? You know, approach them and see whether theyre interested. You can tell us what their reaction is at the next meeting.

Factory Manager:

Sure. Talking of the next meeting, Im away next month. Itll have to be by the end of this month or six weeks from now.

Site Manager:

Wed better make it the end of the month. So, well put the site A proposals up for final approval from the Board. As soon as weve got that, we can get started on the rest room. Hopefully, next week.

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