Writing of Minutes and Intonation

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In today’s class, we will be talking about the writing of minutes and intonation. Enjoy the class!

Writing of Minutes and Intonation

WRITING OF MINUTES

Writing or taking minutes of meetings are an accurate summary of the record of what is said and decided at a meeting. Minutes are very important. They are records of all the important things that took place at the previous meeting. Should any case arise, minutes of meetings can be tendered as evidence before the panels investigating some delicate issues at any time required.

Before a meeting can be held, a notice of the meeting has to be sent round which often comes with the agenda of the meeting. It could be sent through mails, phone calls, text messages, or it could be typed (depending on the participants’ location and the secretary’s distance).

Features of a Minute

The following are features of a meeting:

Agenda: The agenda or items to be discussed are normally drawn up by a few officials in the society or club that is about to hold a meeting. It is then up to the secretary to circulate it. For instance:

Notice of Meeting: Make Hay Group of School Gazette Club

Agenda for the meeting of all members of the club to be held at 4:30 pm in the college social club hall on Wednesday 22 April 2020:

1. Attendance/membership.
2. Approval of the previous meeting.
3. Matters arising from the minutes.
4. Purchase of newspapers, and writing materials.
5. New items for consideration.
6. Any other business (AOB).
7. The date for the next meeting.
8. Adjournment.
9. Endorsement (optional).

Note: Some of the items on the agenda occur on almost every agenda, especially, items listed in numbers 2,3, 6 and 7. Some secretaries may not bother to include the first item. Nevertheless, it is normal at the beginning of every meeting to note the members who are absent for their reasons and those who would come late for reasons earlier sent. For instance:

Members Present

1. David Allies
2. Fasayo Loretta
3. Stephanie Coker
4. Destiny Oni

Absent (with Permission)

1. Ejeh David

Absent (without Permission)

1. OjoAina
2. Alajo Victor

Approval of the Previous Meeting: It is important to take this at the beginning of the meeting as well. It is required to give an account of the important things that took place in the last meeting.

Matters Arising: This takes effect once the minutes of the previous meeting have been approved, the leader invites the members to discuss the business of the day.

Any other Business (AOB): This is the moment in the meeting when the leader asks if any member has any topic they wish to discuss.

Adjournment: This is said when every required point has been treated and the meeting is about to come to an end. It comes up as a move by a member and is supported (seconded) by another member. Here is an example:

The Adjournment of the meeting was moved by Destiny Oni and was seconded supported by David Allies.

Endorsement: This is a space created at the end of the minute for the secretary and the leader (chairperson) to append their signatures and the date. For example:

Signature/Date.                              Signature/Date

Secretary.                                         Chairperson.

Evaluation

Following the procedure listed and explained above in this lesson, draw up an agenda for a meeting as the secretary of a club you belong in your school. Make up a topic to be discussed in the meeting.

INTONATION

Intonation is the way your voice pitch goes up and down when you speak. For instance, when you ask a yes or no question such as ‘Are you coming tomorrow?’ your voice rises from a low pitch to a high one at the end. The tune we use in this case is what we call intonation.

There are two basic patterns of intonation in English, the rising tune and the falling tune.

The Rising Tune

We use the rising tune in Yes/No questions. See the following examples:

1. Did you say it’s going to rain today?
2. Will you attend the ceremony?
3. Do you plan to tell me who sent you at all?
4. Are the people outside already?
5. Could you please send me some cash?

The Falling Tune

We use the falling tune mostly in declarative statements and wh questions. See examples below.

Statements

1. The man is a hero.
2. Our principal is a very good person.
3. I love my parents.
4. Olawale crossed the bridge with his bike.
5. The car somersaulted three times before it stops.

Questions

1. What is wrong with you?
2. How did he even know her name?
3. Where can I find it?
4. Who is at the door?
5. Which one is mine?

Evaluation

Place the rising tune or the fallen tune at the front of the following sentences:

1. Semilore is a brilliant girl.
2. Will you join us when we’re going?
3. Can they even see us?
4. It’s been a while since I ate breakfast.
5. The holdup has reduced in Lagos.
6. Where are the people that promised to arrive before the evening?
7. Can the girl sing like that?
8. How do we cross the river now?

 

In our next class, we will be talking about Phrasal Verbs.  We hope you enjoyed the class.

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