MeetingMinutes解读

ChapterXMeetingMinutesMeetingMinutes[plural]anofficialwrittenrecordofwhatissaidanddecidedatameeting(LongmanDictionary)Minutesaretheinstantwrittenrecordofameeting.Theyoftengiveanoverviewofthestructureofthemeeting,startingwithalistofthosepresent,astatementofthevariousissuesbeforetheparticipants,andeachoftheirresponses.DefinitionInthismodule,youareexpectedtolearnabouttheformatandthenecessarypartsofmeetingminutestowritemeetingminuteswithcorrectformatandsufficientinformationObjectivesIngeneral,theminutesmaycontainbasicfacts:1)thenameoftheorganization;2)theplace,dateandtimeofthemeeting;3)thenatureofthemeeting(aregularmeetingoraspecialmeeting);4)thenameofthepersonpresiding(主持);5)arecordofattendance(forsmallmeetings,alistofthosepresentorabsent;forlargemeetings,thenumberofmembersinattendance);6)areferencetotheminutesofthepreviousmeeting(astatementthattheywerereadandeitheracceptedorrevised,);Format-WritingSuggestions7)anaccountofallreports,motions,orresolutionsmade(includingallnecessarydetailsandtheresultsofvotestaken);8)thedate,timeandplaceofthenextmeeting;9)thetimeofadjournment(休会).Remarks:formalminuteswouldinclude,inadditiontogreaterdetails,thenamesofallthosewhomakeandsecondmotionsandresolutions,andthevotingrecordofeachpersonpresent.WritingSuggestionsBeforetheMeeting1)Chooseyourtool:Decidehowyouwilltakenotes,i.e.penandpaper,laptopcomputer,ortaperecorder.2)Makesureyourtoolofchoiceisinworkingorderandhaveabackupjustincase.3)Usethemeetingagendatoformulateanoutline.DuringtheMeeting1)Passaroundanattendancesheet.2)Getalistofcommitteemembersandmakesureyouknowwhoiswho.3)Notethetimethemeetingbegins.4)Don’ttrytowritedowneverysinglecomment--justthemainideas.TipsfortheMinutesTaker5)Writedownmotions,whomadethem,andtheresultsofvotes,ifany;6)Makenoteofanymotionstobevotedonatfuturemeetings.7)Notetheendingtimeofthemeeting.AftertheMeeting1)Typeuptheminutesassoonaspossibleafterthemeeting,whileeverythingisstillfreshinyourmind.2)Includethenameoforganization,nameofcommittee,typeofmeeting(daily,weekly,monthly,annual,orspecial),andpurposeofmeeting.3)Includethetimethemeetingbeganandended.4)Proofreadtheminutesbeforesubmittingthem.LanguageFeaturesofMeetingMinutesUsingthepasttense.e.g.TheChairmancalledtoorderat9:00.Usingthenameorthethirdpersonpronountorefertotheparticipants.Thewordmoveisusedtorefertomakingaproposal.e.g.Hemovedthat…orHemadeamotion…(Chensecondedthemotion./Liuquestionedthemotion.Themotionwaspassed,orwasdefeated,orwastabled.)Usingthepassivevoice.Changingspokenwordsintoformalwords.e.g.(TheChairmansaidtoJohn.)John,youcalledmeyesterdayandsaidyouweregoingtotalkaboutthenewanti-virussoftware.Didyoubringthebrochureswithyou?→TheChairmanaskedJohntotalkaboutthenewanti-virussoftware.Avoidingadj.andadv.,keepingobjective.e.g.Hisunrealisticrecommendationwasdefeatedby35votesto20.1)Apologiesforabsence:Mr.ChenMingqiang,themanagerofHR.人事部经理陈明强先生未能出席。2)Theminutesofthelastmeeting,havingbeenpreviouslycirculated,wereapprovedandsignedbytheChairmanasacorrectrecord.上次会议的会议记录已事先传阅，该会议记录已被确认通过并由主席签字。3)ThemeetingsuggestedinvitingexpertsfromCanadatogiveatrainingcoursetoalltheemployeesofthecompany.与会者一致提议从加拿大聘请专家为公司全体员工开设培训课程。4)Mr.Zhangvolunteeredtoarrangeforestimatestobeobtainedonthecostofrepairs,andreportbackatthenextmeeting.张经理自愿安排人员就修理费用作出估价并在下次会议上汇报有关情况。5)Severalappointmentsanddismissalswereannouncedatthemeeting.会上作出了几项任免。Translation6)TheChairmanpointedoutthatitwasnotwithintheCommittee’spowertomakesuchadecision.主席指出本委员会无权做出这个决定。7)Theminuteswerethenapprovedasacorrectrecordandsignedbythechairman.会议记录修正后被一致通过，并由主席签字。8)全体一致同意下次会议于2013年11月5日上午10时在会议室举行。Itwasagreedthatthenextmeetingwillbeheldon5Nov.,2013,at10:00a.m.intheconferenceroom.9)Therebeingnofurtherbusiness,theChairpersonclosedthemeeting.没有其他事项，主席宣布会议结束。10)Themeetingadjournedat8:45p.m.晚上8点45分休会。MinutesoftheMeetingoftheIMPROVEMENTSCOMMITTEETheFosterLashCompany,Inc.October8,2008Presiding:PatriciaStuartPresent:MikeNegron;SheilaGlun;EllenFranklin;SamuelBrowne;LisaWooAbsent:FredHoffman;GinaMarinoTheweeklymeetingoftheImprovementsCommitteeoftheFosterLashCompanywascalledtoorderat11a.m.intheconferenceroombyMs.Stuart.TheminutesofthemeetingofOctober1werereadbyMr.Negronandapproved.Themaindiscussionofthemeetingconcernedmajorequipmentthatshouldbepurchasedbytheendoftheyear.Amongtheproposalswerethese:Sample1Ms.Woopresentedinformationregardingthreevarietiesofofficecopyingmachines.Onthebasisofhercost-benefitanalysisandrelativeperformancestatistics,itwasdecided,bymajorityvote,torecommendthepurchaseofaCBMX-12copier.Mr.Brownepresentedarequestfromthesecretarialstafffornewtypewriters.Severalsecretarieshavecomplainedofmajorandfrequentbreakdownsoftheiroldmachines.Ms.FranklinandMr.Brownearetofurtherinvestigatetheneedfornewtypewritersandprepareacostcomparisonofnewequipmentversusrepairs.Thecommitteewilldiscusstheadvisabilityofupgradingaccountexecutives’personalcomputers.ThereportwillbepresentedbySheilaGlunatthenextmeeting,tobeheldonOctober15,2008,at11a.m.intheconferenceroom.Themeetingadjournedat11:45a.m.