III As secretary to the general manager of a foreign

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III As secretary to the general manager of a foreign-funded enterprise, you have to prepare the minutes of a meeting held at 4:40 p.m. on May 15, 2008 in Room A-303. The meeting was about the necessity and possibility of establishing new offices of the enterprise in some other major cities of the country. Peter Lee, general manager of the enterprise, chaired the meeting.Members who attended the meeting were Roger Liu, marketing director, Diana Sun, HilaryTan, John Lee and Kathy Wu. The name of the enterprise was Oriental Chemical Industry Co., Ltd.Peter: Well, now that everybody is here, let’s start the meeting. As you know, our business has expanded rapidly of late, and our sales are increasingby 15% every month. This is why we are having the meeting to discussif or not this is the right time for us to set up new offices in someimportant cities of the country in the coming year. Roger, you are thedirector of the marketing section. Will you please make a briefintroduction to the situation first?Roger: Ok, Peter. I have been looking at our sales records of the past few months. It seems to me that we should set up new offices next year insome cities, such as Shenyang, Tianjin, Wuhan, etc., where there aregreat demands for our products and potential markets for us to open up.Kathy: I am sorry to interrupt you here, Roger. I don’t think the time is mature for us to establish such offices in those cities next year because of risks ofrunning offices in new places and great overheads we have to pay forthem. I am in favor of expanding our present offices rather than setting upnew ones.Hilary: Excuse me, Kathy. I disagree with you there as new offices will surely benefit us a great deal in many aspects. With the help of the offices, wecan sell our products directly to our customers in those areas at moreprofitable prices and provide timely after-sales services to the end-users.In addition, we can carry a stock in the office to meet the pressingdemands of our customers. As we have sales representatives workingthere, it is very convenient for us to collect information regarding thelocal market tendency as well as comments on quality, price andpacking of our products from the consumers. We will, therefore, be in abetter position to compete with other companies in the same line ofbusiness.Kathy: Well, I still stick to my point and I think it more advisable to upgrade our present facilities and postpone opening new offices until years later.Diana: I quite agree with Roger and Hilary. Everybody knows the saying that time means money. And as the demands are there, we should set up ournew offices as soon as possible. Although we will have to pay forfacilities, staff training, advertising, and so on, it is rewarding in thelong run.Roger: All right, for safety’s sake, I suggest that we set up our first new office in Shenyang City late this year and the other two in Tianjing and Wuhansometime next year, but by no means would it be later than next October.What do you think about it, Peter?Peter: I think we’ve discussed the matter fully. You have made some valuable comments and proposals. In conclusion, there are valid reasons forestablishing new offices in the near future. I will include your ideas in myreport on this matter and submit it to the board of directors for approval.Is there any other business? No? Ok, that’s all for today. I thank you verymuch for your time and contributions. I will get back to you once I have areply from the board.The following are the minutes of the meeting:_________________________________________________________________Oriental Chemical Industry Co., Ltd.Minutes of Meeting about New Offices EstablishmentDate: May 15, 2008Venue: Room A-13Present: Peter Lee, General Manager; Roger Liu, Marketing Director; Diana Sun, Hilary Tan, John Lee, Kathy Wu, and Anne Jin (Secretary).Peter in the chair called the meeting to order at 4:40 pm.Old BusinessNoneNew BusinessFirst, Roger made a brief introduction to the market situation. He said there had been an increasing demand for the company’s products and potential markets to be opened up based on sales records in the past few months. Roger made a motion that new offices be set up in some cities, for example, Shenyang, Tianjin and Wuhan, sometime next year.Kathy indicated that establishing new offices had risks and the company should pay great overheads for them.Hilary seconded the motion with the reason that new offices could help sell products directly to customers etc. so that the company would be in a better position to compete with others.Diana also seconded the motion.Roger suggested that the first new office be founded in Shenyang late this year and the other two in Tianjin and Wuhan not later than next October.Peter made a summary of the meeting and agreed to establish new offices in some cities. He would make a report on this matter and ask for approval of the board of directors.AdjournmentThe meeting was terminated at 6:00 pm.Respectfully submitted,Anne JinAnne JinSecretaryMay 15, 2008。