Faculty of Humanities

Department of Applied Languages

Chapter 16: Meetings

 Meetings
Minutes
Chapter 16
Communication a Hands-On Approach
Editor: Sandra Cleary
Objectives
 After this chapter you should be able to:
• understand what preparations are required for meetings
• distinguish between public, business and nonprofit association
meetings, and between general and committee meetings
• know the meaning of specific meeting terminology
• describe the duties of the chairperson, secretary and treasurer
before, during and after a meeting
• participate effectively in meetings
• draw up the notice, agenda and the minutes of a meeting
according to formal meeting procedures
Minutes
 Use of minutes:
• provide an official record of decisions
• represent the history of an organisation
• serve as a legal document
• act as a reminder of subjects discussed
• ensure that actions are carried out

 Characteristics:
• factual
• logical
• written in reported speech (see section 17.4, page 409)
• written in the past tense
• full
Selection of Information for Recording
in the Minutes
 Record, where applicable:
• what is to be implemented (or has been decided)
• who is to see to the implementation
• whose suggestion it is
• how it is to be implemented
• when it is due
• where it will take place
• how much it will cost
Example: Heading for a Set of Minutes

ABC SPORTS CLUB

Minutes of the monthly committee
meeting held in the clubhouse lounge on
Wednesday 25 March 20__ at 18:30
Example: Minute for Item 1

1.Opening and welcome

The chairperson opened the meeting at
18:35 and welcomed all members. A
special word of welcome was extended
to Ms S Watson, who had been ill.
Example: Minute for Item 2
2. Attendance register

Ms S Mxenge (Chairperson)

Ms T Naidoo (Treasurer)

Mr J Richards

Ms S Watson

Mr H Williams

Ms Z Zenzile (Secretary)
Example: Minute for Item 3

3. Apologies
Apologies were received from Ms R
Kumile, who was on a training course.
Example: Minute for Item 4
without corrections

4. Minutes of previous meeting

The minutes of the previous meeting of 22 July
were taken as read, approved and signed by the
chairperson. Confirmation of the minutes was
proposed by Ms Naidoo and seconded by Mr
Williams.
Example: Minute for Item 4
With Corrections
4. Minutes of previous meeting
The minutes of the previous meeting held on 22 July were
taken as read.
4.1Ms Watson pointed out that her apologies had not been
noted.
4.2Mr Richards reported that the new clubhouse would
cost R350 000 and not R250 000.
After correction of the errors, the minutes were approved
and signed by the chairperson. Confirmation of the
minutes was proposed by Ms Naidoo and seconded by Mr
Williams.
Example: Minute for Item 5
5. Matters arising
5.1 Correspondence received from XYZ Sports Club
Ms Zenzile reported that the XYZ Sports Club had accepted the
invitation to the Inter-Provincial Tournament to be held from 4 to 6
November. Ms Zenzile undertook to make hotel bookings for 20
visitors. She would report her progress to the chairperson before 14
September.
5.2 New Facilities
Mr Richards reported that the plans for the new facilities had been
drawn up and sent to the quantity surveyors for costing prior to
submission to the committee. The facilities would include: two
squash courts, a circuit room and showers. The equipment
suppliers, Sportage, would be submitting a list of suggested
equipment and prices to him before 7 September.
Example: Minute for Item 6
6. New business

6.1 Purchase of new tennis balls

Mr H Williams reported that he had obtained three quotations for

purchasing tennis balls. The following quotations (per dozen Tip-
top balls) include VAT:

Shop A: (expensive)

Shop B: (average)

Shop C: (cheapest)

The committee decided to order 12 dozen balls from Shop C. Mr H

Williams would deal with the matter before 5 September.
Example: Minute for Item 7
7. Motions
7.1 Appointment of coach
The proposal ‘that Ms S Starbuck be appointed as
coach of the Women’s A Netball team’ was
accepted.
Proposed by: Mr J Richards
Seconded by: Ms S Watson
Example: Minute for Item 8
8. General
8.1 Fund-raising walk
Ms T Naidoo reminded members of the fund-
raising walk to be held by Greyhounds Sports
Club at the Westbourne Oval at 09:00 on 3
September 20__.
Example: Minute for Item 9
9. Date of next meeting
The date for the next meeting was set for Tuesday
26 October at 18:30.
Example: Minute for Item 10
10. Closure
There being no further business to discuss, the
chairperson closed the meeting at 20:00.
____________ ____________
Chairperson Secretary
____________
Date