MEETINGS SCRIPTChairman Good morning everyone. It is my pleasure to welcome all of you to the 2nd executive meeting of KINGs Bakery. First and foremost, I would like to thank all of you for attending this meeting. Without further delay, I now call upon secretary to confirm the presence of a quorum.

Secretary Yes, MR suresh. I am pleased to confirm the presence of the requisite quorum as at the commencement of the meeting.

(Counting through the attendance list)

Mr. Suresh, everyone is here but there is two apologies for absence today. We receive apology from Mdm. Rosliza Razak who is on medical leave. She is being admitted to the hospital since yesterday because of high fever. However, I do not receive any apology from Mr. Tan Chun Kuang.

Chairman Thank you. The requisite quorum being present, so can we have confirmation on the last meeting?

Does anyone has question or comment to make?

EveryoneNo

Store ManagerI motion for the minute to be accepted.

Finance ManagerI seconded the motion.

Chairman Ok. Were here today to discuss on three issues that our company faced recently. Is there any problems regarding the purpose of this meeting before we move on to the first problem?

Everyone No

Chairman Without any delay, we will proceed with the agenda for today. Ms. Maslinda, could you list out the problems we are going to discuss today

Secretary Sure. Recently we have faced several problem which jeopardize on our business performance which are the late delivery of raw material, the problem regarding the computer system which always breakdown. Besides that, we also having problem on the decrease in sales and management on staffs from HR department and the matter on employment which we are facing a problem on insufficient staffs in baker department.

Chairman Alright. We need to find out solution for these problems in order to make our company achieve our vision and mission. First and foremost, let us discuss on the first problem. Ms. Anirah, could you give me a reasonable explanation regarding the problem with our supplier? (Knock table)

Store manager We faced some problem regarding the services provide by our raw materials supplier. They provided a very poor delivery services. The raw materials were late delivered for 2 days, this causes the production of some product have to be halted.

Chairman Is that anything else happened regarding our supplier? We have been cooperate with GG Berhad for a quite long period, and this problem never been happened before.

Marketing manager As I know there was a big changing in their company personnel for few months ago. Is this the main cause of their poor delivery service?

Store manager Yes, you are right Ms. Syabibah. Their new manager, Mr. Adam has changed their transportation company to a small company in order to save their cost. That company is bad in their delivery services. Not only our company is facing these problems, but other bakery stores which order from GG Berhad also facing the same problem.

Finance manager I would like to add something. Recently we received many complaints from customers regarding this problem, I think it have been jeopardized our bakery store reputation. Hence, we should do something to save our reputation.

Chairman Seem that the situation is worsening. Is there anyone have any suggestion or solution on our bakery stores current situation?

Store manager I suggest changing our current supplier to AAA Berhad. This is because AAA Berhad has been operating for more than 10 years; I believe they have more experience. Furthermore, they have a good reputation on their delivery service.

Marketing manager Sorry for interrupting. Why you choose AAA berhad instead of other supplier?

Store manager Actually, Ms Huda and I have conducted a survey about few companies which supply raw material to the bakery stores. Could you all please have a look? Based on the report, delivery service of AAA Berhad has been the best rating among the suppliers. As the survey shown, they even provide urgent delivery service order to their customers. Even though the delivery cost is higher a bit, their reputation is good. However, I will try my best to negotiate with them to get the lowest delivery cost.

Chairman Ms. Anirah, we still need how much additional capital to cover the expenditure in case if we change our supplier?

Store manager The estimated amount is RM 30,000. Ms. Huda will prepare the budget report when received the quotation from AAA Berhad to come out with the actual amount of expenditure.

Chairman Alright. Ms.Huda, could you come out with a budget report before this Friday?

Finance manager Of course. No problem Mr Suresh.

Chairman Alright, any objection for the suggestion?

Everyone No. (Shake head)

Chairman Good. So I hereby announced we will switch our supplier to AAA Berhad.

Chairman Now let us move on to the second problem. Ms. Maslinda please explain to the member of the board about the second problem.

Secretary Its my pleasure Mr. Chairman. The second problem is about the problem with the computer system where always system down. This is will give effect to our finance department.

Chairman Ok, thanks Ms. Secretary. Now I would like to request Ms. Huda who is the head of finance in our company to explain about the effect of system down on our financial performance.

Finance manager Yes, Mr Chairman. The quality of computer system is important to the financial performance because all the information regarding to the account must keep up-to-date which is able to showing the flow of cash in and out. Other than that, it is also can know the performance of our business and profit of the business.

Chairman So we have to solve this problem as soon as possible to avoid delay of recording the account. Does anyone have suggestion?

Finance manager Yes, Ms. Chairman. I would like to suggest that by updating the computerized systems, leading to the computerizing all department functions according to a standard and unified accounting program. The system should be exchanged with the latest version where include with security system.

Marketing manager Sorry to interrupt Ms. Chairman. From my point of view I would like to suggest that why dont we have discussion with the Information Technology Manager and request them to fix our problem related to system down. I do believe that they will know how to fix problem about the system down because they have a lot of experience and highly skilled in solving the system problem.

Chairman Ok. Is there any other suggestion?

Baker manager No.

Chairman Since there are 2 suggestions to improve computer system. We will conduct voting by showing of hand. Please raise your hand to vote for the motion. Ms. Secretary please counts the vote.

Secretary Yes, Mr. Suresh

Chairman Who vote for Ms. Huda suggestion?

Secretary (Count) 4 Vote. All except Syabibah

Chairman Who vote for Ms. Syabibah?

Secretary (Count) 1 vote. Only syabibah

According to the voting result majority votes goes to Ms. Huda.

Chairman I hereby declare that the motion to exchange the system with the latest version is carried.

we continue our meeting with next problem which is decrease in sales. Ms. Syabibah, as a marketing manager, can I know why this problem occurred? Is this problem related to store departments problem?

Sales and Marketing ManagerYes Mr. Chairman, I would like to describe about how decrease in sales will affect our financial position. Now, our sales had decline continuously for two month. If this problem continues happen, our bakery will face liquidation problem in coming next year because we are not able to recover the budget expenditure and continue to loss.

Store Manager(raise hand) I am sorry for interrupt you, Ms. Syabibah. Since we faced some problem regarding our raw material supplier, this is directly contribute to the sales decrease. I will take necessary actions to resolve the problem.

Sales and Marketing ManagerOk, no wonder. (hand show okay sign)

ChairmanGood Ms. Anirah. I want to see the increase in sales after you update the inventory. Please take notes about this, Ms. Maslinda.

SecretaryFor sure Mr. Chairman.

ChairmanSo, any matters regarding this problem.?

Sales and Marketing ManagerAs you all know, we are having promotional about 20% discount for all kinds of bread after 8 p.m. Actually, it is better if the promotion we change to every second week of Wednesday. Not everyone have balance from last month and is able to make purchase during the early month.

SecretaryI agreed with Ms. Syabibah. It is take time for a company to settle employees salaries. For us, we are taking about 2 to 3 days for calculating the employees salaries such as EPF, SOSCO, allowances and overtime hours. After that, I need to pass to Ms. Huda, Finance & Accounting Department for approval from General Manager. After approval from General Manager, bank need about 2 to 3 float days while transferring money from our company account to employees account. Therefore, it is impossible for the customers to make purchase on the first week of Monday. So, it is reasonable for chage the promotion to second week of Wednesday.

CChairmanOkay, our monthly promotion day will change to every second week of Wednesday.

Sales and Marketing ManagerFurthermore, we should give RM5 cash voucher for every purchased of RM50 from customers on the promotion day. This cash voucher is valid for 3 months after the purchase date and is deductible for every purchased of RM50 from customers on this period except monthly promotion day. This voucher is not exchangeable to cash.

Finance ManagerThis idea is good. We can get more sales because customer will try to buy more breads and drinkss for getting cash voucher and use this voucher at our bakery again to enjoy the benefits.

Store ManagerThis really helps to get the lower price from supplies if we order more raw materials due to high demand from customers.

ChairmanThats good. Let me concluded that in order to increase sales, Ms. Anirah you have to cooperate with Ms. Syabibah to implement cash voucher and change promotion day to every second week of Wednesday.

Store and sales ManagerSure, we will try our best.

ChairmanMs. Maslinda can you briefly come out with a summary regarding the problems we have discussed just now?

SecretaryOkay Mr. Chairman.

ChairmanSo, now can we proceed on the other problem from HR department?

SecretarySure, Mr Chairman. As what we had discussed in previous meeting, HR department was facing a problem on the management of employees. Recently, our company keep changing staffs from store department which cause on increment cost and time to train them.

Store ManagerYes, Im also concern about that matter. This problem arising due to the termination contract of temporary staffs in our department.

ChairmanHow long the contract usually end?

SecretaryCurrently, we are using 3 months contract to bind those temporary staffs which commonly consist of SPM holders and university students whose fulfilling their semester break.

Finance managerThis policy had contributed to a huge increment in monthly expenses due to the training scheme provided to them.

SecretaryYes, you are right Ms Huda. Not only that, we are also having problem to provide them with the training. So, can I suggest to operation department to change the policy to at least 6 to 8 months?

Store ManagerIf so, we will have problem to recruiting temporary staffs which mostly come to apply during their semester break.

ChairmanWe have to in order to help the HR deparment regarding this problem. Is there any objection from the others?

EveryoneNo. (except store manager)

Store Manager If you say so, then I need to change the policy on the recruitment. Ill try to make it like work.

Chairman Good. Okay now Let we move on to the last problem for today which is insufficient staff in baker department. Would you like to propose any views or suggestions.

Baker manager Mr Suresh, I would like to propose that we take internship student who studied in bakery course or other related course such as hospitality or culinary courses.

Marketing manager Mr Suresh, I second the motion proposed by Miss secretary . Furthermore, we can save our cost for their wages and only pay allowances for them.

Finance manager Yes ,I do agree with Ms marketing managers idea . Since our location surrounding with university which offers related courses. I sure that many student will take this opportunity.

Chairman Ok! All of your motions are reasonable. We will take all these ideas into consideration .Miss secretary, could you please take notes?

Secretary Yes, of course!

Chairman Well, now we will proceed on other problems on employment .Anyone have idea to propose?

Finance manager Based on all above, I would like to talk about the salary system for each employee. If we want to attract more competitive staff, we should show them our welfare for them, especially our details pay leave.

Marketing manager Mr Suresh, I second the motion proposed by Finance manager. I think we can provide to employees 10 days per year .By the way we still have to explain clearly about that.

Chairman In my opinion, pay leave is necessary. And I believe 10 days per year for every staff is reasonable and can make sense. Any objection?

Everyone No

Chairman Ok, we will add this issue in to our system .Up to now, we still have one problem to be solved, and that is about outdated system .Especially for our employees.

Store manager Mr Suresh, I think we can try a new method named job rotation for our company staff .It means that no matter whom you are and which position you are in, she or he will change their work monthly or weekly.

Secretary What a good idea! I do agree .Because I think this method can avoid a kind of situation where staffs always do the same kind of work, he or she will get bored and become tired of his work .In some way, it can change their attitude toward their work and they can get more challenge.

Finance manager Mr Suresh, I second Store managers idea because job rotation can let all staff in our shop to be an all-round staff so that they can work more effectively. It is a best way to improve the quality of our shop .And I want to propose something about their attendance .We can make some punch cards for each employee so that they can punch card to show whether they are punctual or not.

Marketing manager It is a feasible way to behave better .do you think so?

Everyone Yes!

Chairman Okay, all problems arisen about employment we have solved.

Would any member like to raise other issues besides what we have discussed just now?

Everyone No.

Chairman Ms. Maslinda can you briefly come out with a summary regarding the problems we have discussed just now?

Secretary Sure, Mr Chairman. The first problem we have discussed was late delivery from current supplier; store manager will handle this problem by changing current supplier to AAA Berhad. Secondly, Ms huda will take further action about the upgrading computer and lastly employment problem will handle by human resource manager by giving annual leave and recruitment of employees.Third, Ms. Anirah will cooperate with Ms. Syabibah to implement cash voucher and change promotion day to every second week of Wednesday.Fourth, change the contract on employment policy to at least 6 to 8 months.And last but not least, we had agree to hires internship student for baker department.

Chairman Good. Ms. Maslinda, please complete the minutes of meeting and submit to me by tomorrow morning.

Secretary Okay, Mr Chairman.

Chairman Okay, its time to end our meeting today. We will have our next meeting on 14th June. I am hereby to adjourn the meeting. Thank you for coming.

Everyone Thank you.

Chairman Will someone propose the meeting be adjourned?

Marketing manager Yes, I proposed the meeting to be adjourned.

Finance manager I second the motion.

Chairman Thank You. The meeting is adjourned. Have a nice day.

Everyone Thank You. (shake hand) women with women

Bye!!!!