5) Samples

Sample agenda

Name of Organization: Purpose of Meeting: Date/Time: Chair:

Participants:

AGENDA:

1.

2.

3.

4.

Topic	Discussion	Decision/action	Person Responsible

6) Sample minutes Minutes for 2002-1-21 Board of Directors meeting

Wichert Akkerman secretary at spi-inc.org Thu May 9 13:15:34 UTC 2002

The following minutes have been accepted and approved by the Board of Directors of Software in the Public Interest, Inc. at their meeting on May 7, 2002.

As usual they can be viewed online as well, at

http://www.spi-inc.org/corporate/minutes/20020121

Minutes for SPI board meeting at January 21, 2002

Agenda:

Attending:

Branden Robinson

Drew Streib

Ean Schuessler

Ian Jackson

Martin `Joey' Schulze

Wichert Akkerman

Absent with Regrets:

Nils Lohner

Absent:

Manoj Srivastava

The board meeting was held using Internet Relay Chat. Wichert opens the meeting at 20:08 UTC.

1. Approving minutes from previous meetings

Vote to approve the minutes of the November 26 meeting minutes as posted to the SPI board in message 20020121201618.GE28679 at wiggy.net.

Votes:

Branden: in favour

Ean : in favour

Ian : in favour

Joey : abstains

Wichert: in favour

The minutes are accepted with 4 votes in favour, none against and one abstention.

2. Possible new board members

Three people have been suggested as possible new members for the SPI board of directors:

* Drew Streib

* Thomas Bushnell

* Martin Michlmayr

Drew presents himself:

I'm former VA Linux, was a founder of sourceforge.net (although no longer affiliated with them…

Branden mentions that Drew also paid out of his own pocket for new Debian hardware since SPI's financial situation has not been straightened out yet.

Discussion on Martin and Thomas is postponed until a later meeting where they can be present.

Wichert asks Drew if he is willing to serve as an SPI board member. Drew

replies he is. Wichert proceeds to call a vote to add Drew as a member

to the SPI board of directors.

Votes:

Branden: in favour

Ean : in favour

Ian : in favour

Joey : in favour

Wichert: in favour

The vote is accepted with 5 votes in favour and none against. Drew joins the Board as a voting member.

4. Next meeting

The next SPI Board of Directors meeting is set for March 4, 2002 at 20.00 UTC

7) References

1. Minutes of Meetings. Corporate minutes. Retrieved February 24, 2011, from http://www.meetingwizard.org/meetings/minutes-of-meeting.cfm

2. Minutes for 2002-1-21 board of directors meeting. Retrieved February 24, 2011, from http://lists.spi-inc.org/pipermail/spi-announce/2002/000020.html

3. How to write meeting minutes. Retrieved February 24, 2011, from http://www.theenglishweb.com/articles/writing-minutes-of-a-meeting.php

4. How to Write Minutes of Meetings. Retrierved March 20, 2011 from http://www.ehow.com/how_5173871_write-minutes-meetings.html#ixzz1HuqVBPl4.

8) EXERCISES

Exercise 1. Mark the statements as true (T) or false (F).

1. The agenda is a list of the most important issues for the members to discuss.______

2. The minute is the responsibility of the Chairperson. ______

3. The body of the minute summarizes what took place at the meeting._____

4. It is unnecessary to follow and record the agenda items in strict order._____

5. The minute is intended to be an exact recording of the meeting. _____

6. Minute is needed to ensure that there is an official record of the meeting. _____

7. AOB stands for any other business. _____

8. The meeting can be run without agenda. ______

9. Minutes should include information about agreements and decisions made at the meeting.

Exercise 2. Choose the information to be included in the minutes of meeting:

1. Name of organization

2. Date and Time

3. Venue

4. Contact information

5. Person responsible

6. Agenda

7. Apologies

8. Inside address

9. Time of adjournment

10. Names of attendees

11. Salutation

12. Decisions

13. Deadline 14. Actions Agreed Upon

     Exercise 3. Correct the mistakes in the minutes of the meeting.

Minutes of the meeting

Company: Forsell Consultant Date: 23 June 2009 Time: 10am to 12am Venue: Command Center, Forsell HQ

Attendees:

1. John McClane, Branch Manager

2. Jacklynn Victor, Principal Consultant

3. Long Ah Kau, Senior Consultant

4. Salamon Selamat, Field Consultant

5. Mydin, Senior Marketing Executive

6. Siti Nurhaliza, Operations Executive

1. Proposal to organize career talk

This is an initial discussion to follow up on Politeknik Johor’s invitation for Forsell Consultant to hold a Career Talk in their college for graduating students in Diploma and Certificate. On Monday, the Dean of Politeknik Johor contacted Forsell’s office and has asked Forsell for event proposal (RFP).

No	Item	Details
1	Event structure	2-day event to be held on weekend. Actual dates TBA and to be decided by event committee.
		Possibility to extend other students and graduates from other schools and tertiary institutions.
2	Formation of Secretariat	McClane elected as Event Director, and to be assisted by Ah Kau as assistant.
		McClane and Ah Kau to appoint committee members and announce in 2 days. Committee to have first meeting in 3 days.
		Other meeting attendees to leverage assistance and brainwash ideas.

2. Any Other Business

No	Item	Details
1	Flexible working hours	Salamon raised suggestion for company to allow flexible working hours by employees.
		Reason: different staff perform their best at different time.
		McClane & Ah Kau disapproved but the rest said the idea should be accepted as a possible implementation.
		McClane to raise the issue to the country management and discuss.
2	Hospital visit	As one of the staff, Rihanna, Staff Manager is hospitalized, a visit has been agreed which is 27 June 2009.

3. New recruitment drive

Company’s expansion has resulted the need for additional staff and consultants. Discussion was aimed to draw strategy for attracting new personnel and talents.

No	Item	Details
1	Issue and scenario	Mydin suggested Forsell to implement new strategy and plan to capture new talents in the company.
		According to Mydin, existing strategy is not bearing fruit and not meeting expectation.
		Salamon and Siti endorsed Mydin’s suggestion.
2	Brainstorming new strategy	10 new strategies are brain stormed, 3 were agreed upon. The 3 are:
		a. Going TV. Ah Kau to check the pricing and process with a number of TV stations.
		b. Radio advert. Siti to check pricing and process with a number of radio.
		c. Internet banner advertising. Mydin to discuss with a few internet ads companies and shortlist a minimum of 3 advertisers.

All owners of designated actions are to present their feedback.

Minutes prepared by: Long Ah Kau

Exercise 4. Read the parts of minute of the meeting and fill in the missing verbs.

A.

agree (2) resolve present invite

discuss prepare be

The chairperson suggested that the proposal (1)_______in the next meeting. All members (2) _______. It (3) ________ that Mr. Ridhwan bin Abdullah (4) ________ the new budget for entertainer and it (5)_________ in the next meeting. After some discussion, the proposals for the Special Guest (6)____ put to a vote. It (7)_________ that Azean Irdawaty (8)_________ as the Special Guest for the charity ball.

B.

agree come up put to a vote resolve use

After some discussion, the proposals (1) _____. Finally, it (2) _______ that the “Masquerade” theme (3)_______for the charity ball. It (4) ________ that Ms. Maslinda Ayu bt. Zainal would find the information about the “Masquerade” theme and (5) _________with some suggestions for the ball.

C.

suppose inform be discuss hold

The chairperson (1) _______ the members that as the society (2) ________ a charity ball, the meeting (3) _________ to decide the details of the charity ball. There were two important items (4) _________ in the meeting. The first item under Special Business (5) _____ the theme of the party.

Exercise 5. Write the minutes of a meeting you have recently attended.