Group:

M Fahmi- Chairman
Husna- Secretary
Ahmad Ridhwan Safety Officer
Jasmine - Facility Manager
Goh Project Manager
Nazrul R&D Manager

Chairman: Assalamualaikum and good day everyone, I am glad to welcome all members to the
third Production Department Meeting of the Poly Chemicals Sdn. Bhd. Have you all
received the agenda?
All: Yes.
Chairman: Can anyone volunteer to record the minutes?
Ms. Husna: Ill record the meeting as usual.
Chairman: Are there any apologies for absence for todays meeting?
Ms. Husna: Yes, Mr. Ridhwan is currently away for a business conference in Singapore. He will
be back with first flight tomorrow.
Chairman: Thank you, Ms. Husna. Can we now proceed to the next item, minutes of the previous
meeting?
All: Yes.
Chairman: Please go through the minute of previous meeting which were distributed earlier. Are
there any amendments?
Mr. Goh: Yes .Mr. Chairman, from the last meeting I said that the production cost were around
RM500, 000 for the previous month. However, after recalculating the production
budget, the cost was actually only RM450, 000.
Ms. Husna: Thank you, Mr. Goh. Ill make the necessary correction
Chairman: Are there any other amendments?
All: No

Chairman: Thank you. Can someone propose the minutes to be accepted?

Ms. Jasmine: I propose the minutes to be accepted
Mr. Nazrul: I second the motion
Chairman: Now lets move on to discuss the matter arising which is the production rate
performance for the first quarter. Ms. Jasmine, can you briefly tell us about the
matter.
**** Ms. Jasmine playing her pen and knocking the table*Feel boring and annoying*
Chairman: Ms. Jasmine, can you please concentrate in the meeting?
**** Ms. Jasmine stares at chairman and sounds Rude****
Ms. Jasmine: Based from the statistics from the first quarter. *Being Rude*
Chairman: You should know that this is an important meeting and all of us need to take it
seriously.
Ms. Jasmine: Oh, sorry Mr. Chairman. Im so sorry about that.
Ms. Jasmine: Based from the statistics from the first quarter the production rate decrease
dramatically due to unexpected plant shutdown and some old machine could not
work properly.
Mr. Nazrul: So what should we do to overcome this issue?
Ms. Jasmine: One of the solutions is to search specialize technician to troubleshoot the old
machine.
Mr. Goh: How are we going to overcome the unexpected shutdown?
Mr. Nazrul: For that issue, I suggest that we focus on electrical resource because most of the
time, it is the main issue for the shutdown.
Ms. Jasmine: I agree to Mr. Nazrul, and I will contact the tenaga nasional berhad to discuss about
that issue and to ensure the continuity of electrical supplies for our production in the
future.
Chairman:

Please make a report and submit it to me for my reference.

Next, lets start with our first item under special business today. So can someone
enlighten us on what is happening at the production site? Project Manager, Mr. Goh,
I suppose you have some information to share.

Mr. Goh: Yes, Mr. Chairman, it is sad to inform that, the delaying of the project at the
production site happened due to the unfamiliar new machines. When the machines
arrived, we realized that we do not have a technician who specialized in the new
machines. So, the technician had to takes longer time to operate the machines.
Mr. Chairman: That sounds really inconvenience. So why did we take in this specific machines
in the first place?
Mr. Goh: This is because our machines were too outdated and I believe that the new machines
were the best solution at that time. Furthermore the new machine will increase the
company production rate.
Mr. Nazrul: I partially agree with you, Mr. Goh. But do you think that our technicians can handle
the new machines with the user manual by themselves?
Mr. Goh: Thats the problem now. But luckily we had managed to contact the supplier of the
machine company and they agreed to send their specialized technician to provide
training to our engineers.
Ms. Husna: Sorry to interrupt. Although the company agreed to send their technician to our
company, how about the budget that we need pay to them? I believe that budget
should be high.
Mr. Goh: Yes, Ms. Husna. I know it will cost a lot. But in my opinion, to invite the company
specialized technicians to conduct training will cost lesser than sending our
technicians for training.
Ms. Jasmine: Oh I see. How long this process does it takes?
Mr. Goh: Based on the last contact, the company mention that they will send their specialized
technician to our company for one month. Additional, they agreed to provide training
and knowledge to use the new machines for our engineers.
Chairman: Im glad to hear that. Please confirm the date of the technician will be arriving.
Mr. Goh: I will confirm it as soon as possible.
Chairman: If theres no any further discussion on this matter we shall proceed with next special
business that concerns the change of chemicals supplier
Mr. Nazrul: Lately, the suppliers we are currently with are not efficient in providing chemicals
with the minimum safety requirement.
Ms. Husna: What do you mean by safety requirement?

Mr. Nazrul: Our Company has a strict policy in safety requirement and our chemist has found
out that the chemical provided by the suppliers contains high toxicity as well as
impurities in the content. Because of this I highly recommend that our company
change to a new supplier before the next production.
Ms. Jasmine: Our supplier has been supplying us for a long time, and just because of this issue
you want to change our supplier?
Mr. Nazrul: Yes, because this is not the first time this things had occurred. Plus, they had been
late in providing us with our supplies for a few months now.
Mr. Goh: I agree with Mr. Nazrul because the delivery was late, and our production been delayed
accordingly. For example, in last two months unexpected shutdown of our
production line occur due to late supply of the chemicals.
Ms. Jasmine: Sorry to interrupt. But I have one friend who worked in the Flexys Sdn Bhd that
may provide us the chemicals we needed. So why dont we change our supplier to
them?
Mr. Nazrul: I also have received a recommendation for us to get our supplies from Itachi Sdn
Bhd.
Ms. Husna: Can we trust those companies that were suggested?
Mr. Nazrul: I think it is trustworthy because after some research, I found out that they had been
supplying a few big companies around here for years now.
Ms. Jasmine: I cant say for sure yet but I will look further into that company and give feedback.
Mr. Goh: So now, we only have information about Itachi Sdn Bhd, .If thats the case, should be
continue to choose Itachi Sdn Bhd or wait for further research on Flexys Sdn Bhd.
Chairman: If thats the case, lets put a vote to this matter. For those who favour to wait further
information, please raise your hand. Oh, its majority. So its resolved that we look
further into the supplier before discuss any further action will be taken on the next
meeting. Ms. Husna please takes note about that.
Ms. Husna: Yes Ms. Chairman.
Ms. Chairman: Thank you, is there any other business?
Ms. Husna: Yes, Mr. Chairman. Last few days, I had received a memo from Human Resources
Department requesting a representative from our department to assist a group of
student doing a site visit in our production site.
Ms. Chairman: Okay. Can I have more information on the student site visit?

Ms. Husna: Sure, Mr. Chairman. On 5th May, our Human Resources Department had received a
call from a student asking permission to do a site visit. As I had been informed, there
are about 10 students from University Malaysia Pahang majoring in Chemical
Engineering.
Mr. Nazrul: I believe that is not our job responsibilities as production department. Suppose is
Human Resources Departments job. What is that have to do with us? *being rude*
Chairman: Mr Nazrul, please let Ms.Husna to finish her sentence.
Mr. Nazrul: Okay.
Ms. Husna: They will need expertise to assist them as they wish to do a walk-through
observation and conduct some assessment. Hence, the Human Resources Department
had requested a representative from our department to assist them alongside with a
representative from the Safety Officer.
Chairman: Thank you for the information. So now we need to choose a representative from our
department member to assist them, right?
Ms. Husna: Yes. I need to send the details of our representative to Human Resources Department
before the end of this week.
Ms. Jasmine: May I know the specific date for that?
Ms. Husna: No, they do not state any specific date on the site visit. However, has been approved
by the management, the student will have to do the site visit on the third week of
June.
Mr. Goh: Im sorry to mention this. But in the third week of June, we will to attend a workshop
in Indonesia. Im afraid that none of us will have free time to assist them.
Ms. Jasmine: I agree. Besides that, I feel that it will be inconvenience for the student to take a
visit around the production site in the hectic situation. A part from that, we need to
consider their safety as well.
Mr. Nazrul: Not to mention, Im afraid that the technicians will feel distracted by the presence of
the strangers in the production site.
Ms. Husna: Its makes sense. However, the company already agreed to accept the student
proposal and we still need to send a representative.
Ms. Jasmine: We can suggest to Human Resources Department to choose representative from
other department such as management department. It will solve the problem right?

Mr. Goh: I doubt that. I think it will be inconvenient if they choose other representative as those
students are majoring in Chemical Engineering. It will be better for us to assist them.
We will be able to provide them with complete explanation.
Ms. Chairman: As I see, there are many objections and arguments towards the student visit. The
main problem is the date of site visit. So, I suggest that we make a suggestion to the
management through Human Resources Department to change the date for the
student to do the site visit. Agree?
All: We agree.
Ms. Chairman: Can someone suggest a date for the visit?
Mr. Nazrul: In my opinion, they need to do the site visit after we end our workshop which is in
the early of July.
Mr. Goh: I agree.
Chairman: Do we have any volunteer as a representative?
Mr. Goh: Since they are Chemical Engineering student, I think it would be best for me to assist
them. I will make myself available after the workshop.
Ms. Husna: I agree. It will be best for the student if they were assisted by an expert.
Chairman: So, Mr. Goh will be our representative to assist the group of students. Ms. Husna, do
not forget to include our suggestion regarding the date of student visit when you send
our representative detail.
Ms. Husna: Sure, I will not forget. I will make it done by Friday.
Chairman: Alright. So lastly thank you all for attending this meeting again and before we dismiss,
let me summarize our meeting. Firstly, Ms. Jasmine, please send the report regarding
electrical supply issue after discussion with TNB. Next, Ms. Jasmine and Mr. Nazrul,
both of you are assigned to research on new suppliers. Thirdly, regarding the request
of Human Resource Department, Mr. Goh will be our representative to assist a group
of Chemical Engineering Students from University Malaysia Pahang for their site
visit. Lastly, Ms. Husna, you need to send a memo to Human Resource Department
for request to delay the date of the visit. Therefore, our next item is date, time and
venue of the next meeting; our next meeting will be held on Thursday, 6th June 2014
at 10am, at Discussion Room 1. I would like to thank everyone for attending our
meeting today. The meeting is now adjourned.
All: Thank you.