Subcommittee

Date: 2015-10-07; view: 483.

Seconder

Proposer

Present

Minutes of the last meeting

Members

Date of next meeting

Chairman

Chaired

Apologies

Any Other Business

Action

(1) ………: Mr Jones (chairman) Ms Perkins Ms Carson

Mr Smith Ms Trueman (secretary)

(2) ………: Ms Green and Mr Brown were unable to attend and sent their

apologies

(3) ………: No business remained from the last meeting.

Membership of the Committee

It was agreed that the Production Manager should be invited to

become a member of this Committee.

Proposer: Ms Perkins

(4) ………: Mr Smith

Carried unanimously

20—: Development of European markets

A (5) ……… is to be set up to consider ways in which the

company can meet the challenge. (6) ……… should be

drawn from the Sales, Publicity and Marketing departments;

Mr Jones will be the (7) ……… of this.

Other developments

After some discussion, it was agreed that Ms Perkins should

look into the possibilities of moving some manufacturing

operations to Kenya.

(8) ………: Mr Jones

Seconder: Ms Carson

Carried unanimously

Next year's promotional budget

The heads of the Design, Promotion, Sales and Marketing

Departments are to form a committee to work on this. The

committee will be (9) ……… by Mr Jones and he will

notify the people concerned.

(10) ………: Mr Jones

(11) ………: Since there was nothing further, the meeting was adjourned.

(12) ………: The next meeting will be held on 6th March.

1. Every meeting

needs an …

2. The secretary keeps the …

3. A … voted in favour of introducing flexible working hours.

4. A … was passed at the meeting to approve the plans.

5. How many people are going to … the meeting?

6. A meeting needs a … to lead the discussion.

7. Before the main meeting we had a short … meeting.

8. At 11.30 we decided to … for lunch.

9. Mrs White will address the meeting on my … .

10. Let me know what the … of the meeting is.

11. I have a … to make.

12. A … voted against introducing flexible working hours.

13. No one voted against – the decision was … .

14. Mr Grey has … that we take a break for coffee.

15. There are a few more … items to discuss.

16. Thank you very much, everyone. I think that … our meeting.

Exercise 6. This is the transcript of a meeting held to discuss the possible purchase of a piece of land on which to build a warehouse. Write suitable minutes for circulation to all concerned.

MR TODD Well, thank you ladies and gentlemen for being able to attend this meeting at such short notice. Unfortunately, Alison Moore couldn't make it because she's still in Taiwan. I'm sure we all appreciate that we need to come to an agreement on this matter as soon as possible. Perhaps you could start, Charles, by reminding us of the options open to us.

MR GREEN Yes, we've investigated four sites in all and the position now is that we've narrowed down the number of suitable sites to two, one near Burnsley, the other near Whitly. The others were either too small or too expensive. Both the Burnsley and the Whitly sites are very similar in surface area though the price of the Whitly site is considerably lower.

MR MARSH Well, that is probably because the Whitly site is not so advantageous as far as communications are concerned. In my opinion, access to rail and road routes is too restricted to make it a viable choice.

MRS GRANT I'm sorry but I think the Burnsley site is out of the question. I've actually visited the place myself and the amount of work that would be needed before construction would make it even more expensive. It needs levelling and compacting, it's not enclosed and the surface is unstable.

MR GREEN Are you sure? I though it could be resurfaced quite easily.

MRS GRANT Not according to the advice I've been given. And there's another thing. There are plans to build a motorway extension to Whitly within the next five years so in fact there won't be a problem in terms of road transport. Quite the opposite.

MR MARSH Except that it's much farther north. And that would mean extra transportation costs.

MR TODD Well look, 1 think the next thing is for us to commission a proper survey of the sites and particularly check Sheila's impressions of the Burnsley site. Then the next stage will be to contact a number of contractors and get tenders from them …

Exercise 7. Cresoil, a large Middle East oil company, has a number of pipelines running throughout the Erbi area, where the government are currently developing a network of roads. Frequent meetings have to be held between representatives of Cresoil, and representatives of the design consultants and construction contractors to discuss problems that arise from the work. Below is the script of one of these meetings which was held at the headquarters of Cresoil. Write suitable minutes for circulation to all concerned.

Present at the meeting were:

Gareth Evans (GE), from Cresoil's Local Liasion Department.

Les Knight (LK), from Emway Incorporated, the design consultants.

Martin Duff (MD), a representative from the construction firm, Bovitt Ltd.

Martin Duff and Les Knight are examining some papers at a table when Gareth Evans comes in and apologises for being late.

GE: Well, I'm glad you could both come. I'm sorry this meeting had to be held at such short notice, but several things have come up that we need to discuss. You both have a copy of agenda. Any objections to the minutes of our last meeting?

MD/LK: No.

GE: Good. So, let's pass straight to the first item, which is the temporary bridge that Emway have proposed to place over the pipelines in Zone C. You should have maps of the area in front of you.

MD/LK: (looking at maps) Yes.

GE: Well, in the proposal that we received it's not clear whether there would be any fill under the bridge or just empty space.

LK: There will be empty space.

GE: Oh well, I'm afraid that Cresoil won't accept that type of design. The risk to the pipelines is too great. I suggest that you get on to our Maintenance Department. They'll give you design specifications and tell you exactly what is and what isn't acceptable.

LK: Who exactly-should I contact? Phil Edmunds?

GE: No. Get hold of Geoff Davies, he's dealing with it. He's Head of Field maintenance, and his extension number is 340 if you want to phone him.

LK: (makes notes of this) OK.

GE: Now, the next thing is this problem of the lines where Bovitt have been using heavy machinery – two lines in Zone B it is. If you remember, we did ask at our last meeting that you should excavate those lines manually, under our supervision, to check for damage. But as far as I'm aware nothing has so far been done about it.

MD: No, well, you'll really have to write to us officially if you want that done.

GE: In effect we have – the request was minuted in the last meeting and a copy was sent to you, which makes it an official request. Look, those lines have got to come up – you moved that machinery over them and it could have done no end of damage. They've got to be investigated soon.

MD: Yes all right ... we'll get on to it immediately and I'll let you know later today about dates and times.

GE: Good. The next thing then is the drainage ditches in Zone A.

LK: Yes, I've got the plans here. As you can see we're proposing to build two ditches. The first will only be temporary - until we get the main one into operation. Now you can see the routes marked on the map. The temporary ditch runs from here to here – really it just joins up with the two existing drainage systems in the area. But when the new ditch is complete it will replace both those two and the temporary link. Is that clear?

GE: Yes, except that there is nothing on this plan to show how this will affect our lines. Do you have a map which shows those as well, and the distances from the drainage system?

LK: Those are being prepared at the moment and we'll be able to let you have them next week.

GE: Good, and then we'll let you know what action we require to protect the lines. One thing though – in the past year, your company has frequently delayed submitting these drawings and has then asked for approval at very short notice. I hope that won't happen this time – it makes it extremely difficult for us.

LK: Well I'm afraid it's often impossible to submit the drawings a great deal in advance, but there shouldn't be any problems in this particular case.

GE: Good. There is just one thing I'd like to mention about your drawings. We often get quite a lot of drawings on the same project which are never dated or labelled. This makes it very difficult for us to sort out which drawing shows the latest status of the project – what amendments have been made and so on. Do you think that you could arrange for this to be done in future?

LK: Yes, that shouldn't be a problem.

GE: OK then, that's everything on the agenda. Is there any other business that either of you wish to mention?

LK: Yes, just one thing. Here in Zone D we're going to need a culvert over some of your lines. Now at the moment we're still preparing the designs, following your company's standard specifications, so I can't let you have any drawings at the moment, or give you any details. But it will be something we have to discuss in the near future.

GE: Right, well I'll make a note of it and we can discuss it more fully when we have the details. And if that's all gentlemen ... then we'll close the meeting. Thank you very much for coming.

(They pack up to leave, chatting.)