EXAMPLE OF NOTICE AND AGENDA OF MEETING

MEMO
To

: Mr. Ali Ahmad

Ms. Jane Daly
Mr. Othman Daud
Mdm Sabariah Ahmad
Ms. Tahirah Daud

From : Mr. Alan Maley, General Manager

Date : 24th May 2008
Subject: Finance department Staff Meeting
Notice is hereby given that there will be a staff meeting. Details are set out
below:
Date : 5th June 2008
Day
: Wednesday
Time : 3.00 p.m
Venue : Meeting Room C, 3rd Floor
2. The agenda for the meeting is as follows:
1. Chairperson opening address
2. Apologies for absence
3. Minutes of the previous meeting
4. Matters arising
5. Progress report of Putrajaya Project
6. Monthly reports form Units.
7. Half-yearly financial report
8. Other matters
9. Next meeting
EXAMPLE
OFisMINUTES
OF MEETING
Attendance
made compulsory
for all members.
Thank you.

Minutes of Meeting of Social Club of Goldchart Packaging ltd.

(State the name of the meeting)
No: 2

Year: 2006

Date
Time
Venue

: 26 January 2006
: 9 a.m
: Annexe 334

Present
Mr John Lithgow (Chairperson)
Mr David Vlank
Ms Susan Srandon
Ms Jennifer Mayer (Secretary)

Mr Frank Jones
Mrs Wendy Williams

Absent with excuse

Mr Michael Oven
Ms Yasmine Blythe
________________________________________________________
1. OPENING ADDRESS BY THE CHAIRMAN
The chairperson called the meeting to order at 10.00am and thanked
the board members for being present and contributing ideas from the
previous meeting. He mentioned the purpose of the meeting was to
discuss board members review and family day arrangements.
2. CONFIRMATION OF MINUTES OF PREVIOUS MEETING
The chairman asked members to correct an error on item 3.1
where the figure RM1,200 should read Rm12,000. after this correction
the minutes were approved and signed as a correct record.

3. MATTERS ARISING
There were no matters arising

4. CHAIRMANS REPORT

The chairman pointed out that membership had fallen by 20% over the last 6 months. It was
largely due to lack of publicity during the present year, and also because new employees were
not sure how to join. Various decisions were reached:

4.1 CIRCULAR TO STAFF

A letter would be sent to all employees who were not members
of the Club outlining its aims and activities. A tear-off slip would
be included for interested employees to indicate their areas of interest.

4.2 SOCIAL EVENING

A social evening with refreshments would be organized specifically
for non-members. Susan Sarandon agreed to make arrangements.

Action: Susan Sarandon

5. FAMILY DAY
The chairperson asked for suggestion on the suitable venue for the
family day. Ms. Mayer suggested it to be held at the Lincoln Recreation
Centre. All board members agreed. Mr. Vlank suggested that there should
also be games and contest for family members. All board members agreed.

6. OTHER MATTERS
The chairperson asked for the board members if they were not satisfied with
the task distribution. All board members agreed to accept the tasks given.

7. CLOSING ADDRESS
The chairperson summarized the decision made during the meeting
and thanked the board members for working so hard to end up with
their decision. The meeting was adjourned at 11.00am with a vote of thanks
to the chair.

Prepared by,
.............................
(Jennifer Mayer)
Secretary
28 January 2006.

Approved by,
..................................
(John Lithgow)
Chairperson
28 January 2006.