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Notes On Minutes Writing

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295 views17 pages

Notes On Minutes Writing

Uploaded by

michaelnjunior17
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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MINISTRY OF EDUCATION

CHISAMBA DISTRICT
LATAZ CONFERENCE-2022
PRESENTATION ON TEACHING OF MINUTES
BY: MR. HAMBULO FRED
B.A. ED – UNIVERSITY OF ZAMBIA
HEAD OF DEPARTMENT-LANGUAGES
CHISAMBA BOARDING PROVINCIAL STEM SECONDARY SCHOOL
Definition: Minutes are an official record of actions taken by
members of a board or meeting.

Minutes are notes that are recorded during a meeting of the key issues
that are discussed, motions proposed or voted on and other activities
to be taken by the institution or organization.
The minutes are usually taken by a designated member of the group
assuming the role of secretary and must provide an accurate record of
what transpired during the meeting.
It is said that minutes serve both historical and legal purposes of the
institution or organization at the same time documenting their
adherence to the proper procedures enshrined in the by laws.
MINUTES FORMAT: The format might differ from one
organization to another, but must definitely have the following
components.

1. Name of the organization


2. Title : MINUTES OF THE ANNUAL GENERAL MEETING (AGM) HELD
ON 28 TH MAY, 2021 IN THE CONFERENCE HALL FROM 09.00HOURS
TO 13.00 HOURS.
3. ATTENDANCE
4. APOLOGIES
5. AGENDA
FORMAT Cont.
1.0 Opening prayer
2.0 Chairperson’s Opening Remarks
3.0 Reading of minutes of the previous meeting
4.0 Correction and Adoption of minutes of the previous meeting
FORMAT Cont.
5.0 Matters Arising from the previous minutes
6.0 Main Business
7.0 Any Other Business
8.0 Closing Remarks
9.0 Closing Prayer
Sample Minutes
MUKUNI SECONDARY SCHOOL
MINUTES OF THE DEBATE CLUB HELD ON 27 TH JUNE, 2010 IN ROOM
12C FROM 10.00 HOURS TO 11.25 HOURS
1. 0 Opening prayer: The opening prayer was given by Peter Masamu
2. 0 Opening Remarks: The Chairperson called the meeting to order at
10.00 Hours. In opening the meeting, he thanked everyone for
attending the meeting and urged the August House to freely
participate in the deliberations.
Sample Cont.
3.0 Attendance
3. 1 Lubinda Paxina-Chairperson
3.2 Goma Maxwell- Secretary
3.3 Chilufya Paul-Debate member
3.4 Moonga Derrick-Debate member
4. 0 Apologies
4.1 Ngosa Michelo
4.2 Monde Wamunyima
Sample Cont.
5.0 Reading of minutes: The Secretary read through the minutes
6.0 Correction and adoption: The word collection was corrected for
correction. After corrections, the Secretary proposed that the minutes
be adopted as a true reflection of what happened in the previous
meeting. Moonga seconded and the minutes were adopted as a true
reflection of what transpired during the previous meeting.
Sample Cont.
7.0 Matters arising
7.0 The house wanted to know why the trip to St. Pauls was not
undertaken. The Chairperson explained that it was not possible to
undertake such an activity because public gatherings were restricted as
a result of the Covid-19 pandemic.
Sample Cont.
8.0 New Business
8.1 Debate against Mubanga Secondary School: The following speakers
were chosen to represent the club at the competitions:
1. Choolwe Mweetwa
2. Mubanga Benny
3. Mutinta Musunse
4. Phiri Mark
Sample Cont.
9.0 Any Other Business
9.1 The house observed that meetings take long and it was agreed that
the house would be taking 45 Minutes to deliberate on issues.
9.2 It was noted with regret that new members were not properly
oriented. The house agreed to come up with a schedule to orient new
membership.
Sample Cont.
10.0 Closing Remarks: The Chairperson thanked the members for their
patience and resilience during the meeting. She assured the house that
all programmes will be done as discussed. At exactly 13.00 Hours, she
declared the meeting closed.
11. 0 Closing Prayer: Chilufya gave the closing prayer.

Secretary Chairperson
Observations on the least performing
candidates
• Mixed usage of tenses
• No idea on lexical items (vocabulary)
• Low or no understanding of instructions and rubric
• Blatant grammatical errors
Observation cont…
• Poor exemplification or none at all
• Very shallow vocabulary and wrong word usage
• Poor or no introduction or conclusion all
• Poor interpretation of proverbs
Observations cont…..
• Poor paragraphing
• Poor coherence levels
• Poor understanding of almost all types of compositions especially
minutes
• Composition answers not related to the question
• Poor linguistic appreciation
Observation of the most performing
candidates
This was the opposite of the least performing candidates
END
NDALUMBA
LITUMEZI
ZIKOMO
NATASHA MUKWAYI

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