AOB: Any Other Business Items Not Originally Included on the Agenda

I. Vocabulary AOB: Any other business items not originally included on the agenda. Adjourn: Stop a meeting for a short time Agenda: a list of points or items for discussion Casting vote: if there is a deadlock ( eg three for and three against a motion: the chair person may vote to ensure that a decision is made) Consensus: a general agreement on a subject Convene: call a meeting Minutes: the written record of a meeting Motion: a proposal to be discussed and voted on Power of attorney: permission to act on someone else’s behalf proxy: a proxy vote is made on behalf of someone else(if permission has been obtained)

Before the Chairperson 1.______a meeting he./she should circulate an 2______so that everyone knows what items are to be discussed. At the beginning of the meeting the 3.______of the previous meeting are confirmed. Then, those present discuss each 4.______on the 5______and try to reach a 6______view. If an issue is important a vote may be taken; those absent may have given 7______to someone present and can therefore vote by 8______. in the event of a deadlock the Chairperson may record a 9.______so that a decision is made.

II. Language

How was your holiday? Where would you like to sit? Socializing Are you going away this summer? Starting ( call to order) Ok. Shall we start/begin? I’d like to talk about… Now, then, the first thing we need to talk about… The first item on the agenda is… Making your point I would like to point out that… in my opinion… Agree and disagree I’d go along with you on that. I agree with you to some extent, but… Taking the floor I’d like to go back to …….. Asking for more information Could you be a little more specific? Could you give us further details? Correcting misunderstanding That’s not quite what I meant. I don’t think I quite made myself clear. Avoiding responsibilities I don’t have all the information to hand…… I can’t comment on that at this stage….. postponing Can I come back to that ( later)? Let’s leave that until ( later/ next week..)? ending Is there anything else you’d like to discuss? So, to sum up… Is there anything we’ve forgotten? So, you’re going to … and I’m going to…… Next meeting Let’s meet again next month. Right, what date would suit you? close Adjourn !

Exercise: match them to the headings above Sorry to interrupt but……… let’s get this meeting under way. I really don’t think that’s on Is there any other business? I’d like to emphasize the fact that….. I couldn’t have said it better myself. We seem to be talking at cross purposes. We seem to be talking at cross purposes. It’s very difficult to make a decision now. I’m not sure I understood the point about……. Dialogue Host: ( welcome your visitor, offer a seat.) Visitor: (thank your host.) Host: ( ask about his/her holiday) Visitor: ( say it was cancelled – now you’re going next week. Ask about your host’s holiday plans.) Host: ( say you have no plans. Begin the meeting.) Visitor: (say you have to leave at 5pm. ) …………………….. suppose that the meeting has continued till 5 pm……………………………. Host: (say it’s nearly 5 o’clock.) Visitor: _ (ask if everything has been covered.) Host: (You think so. Arrange another meeting.) Visitor: (next month on the 15 th ?) Host: ( agree, thank him/ her for coming . ) Visitor: ( thank him/ her for the meeting. Say goodbye.)

Listening In Britain, a lot of people join investment clubs as a hobby. Each member contributes a specific amount, for exam, ₤100, which is used to create an investment portfolio. Barbara is chairing today’s meeting of the Tricycle Café investor’s club. Patrick, Jack and Annette are the three other members who are present. Listen and complete the text.

It’s 9 o’clock so I think we should ______. Malcolm sends ______; he can’t be here tonight. Has everyone got an ______? Good. As you can see, there are ______to discuss, so I think we should spend five minutes on each. Oh, and we need volunteer to ______. Thank you Jack. So let’s ______. Now the ______is the minutes of the last meeting.

Listen to part B, who suggests selling the shares? 1. Thinks it is not worth selling the shares? 2. Is worried about Memex’s future? 3. Thinks the club needs a clear policy on when to sell shares? What does the number mean to you? ( 50pence ₤1.70 30 pence ₤1.00) Which expressions are used to : move the discussion to a new topic? begin the meeting? acknowledge opinions? summarize? ask for opinions? draw attention to the agenda? III. Notes

Procedures for the chairperson 1. Open the meeting. 2. State purpose/ objectives of meeting. 3. Welcome new participants, if necessary. 4. Give apologies for absence. 5. Read secretary’s report of last meeting. 6. Deal with Matters Arising from report. 7. Introduce agenda for current meeting and review / amend/prioritize,, as necessary.

Procedures for the participants  Giving and seeking opinions  Interrupting  Commenting  Agreeing and disagreeing  Advising and suggesting  Requesting information and action  Checking and confirming information.

Procedures for the secretary

To record:  The names of the participants  The topics discussed  Brief details of arguments for and against  Decisions made  Voting details  Follow-up actions to be carried out ( who, what and when )  The date, time and place of the next meeting.

Student’s note

Before the meeting 1. study the agenda/ situation; make sure you understand the objectives. 2. prepare your role ( sometimes you will be expected to present a point; other times respond to other people) 3. note key language( vocab, and expressions) which you feel will be useful during the meeting.

During the meeting 1. listen actively ( clarify when necessary, show agreement where appropriate). 2. take your opportunity to speak ( interrupt and get your point across). 3. speak clearly; check everybody understands your point.

After the meeting 1. give your teacher feedback on what you thought of the meeting. 2. reflect on your communication skills ( chairing, participating). 3. reflect on your language use.