The following is a letter that was published in a local newspaper from a community member complaining about service delivery by a department of a municipality (Roodepoort Record, 7 September 2022): “I was given a form to fill in at the Roodepoort Civic Centre. There must have been at least 50 people waiting for service. There are 10 counter stations – only two counter stations were manned. Staff were (sic) wandering around doing nothing. I arrived at 9:15 am and at about 10:25 am stood up and took a cell phone video of all the 10 counter stations with only two manned and all the people waiting patiently for service. Suddenly the staff leapt to attention and called security. A so-called security officer appeared and insisted that I delete the video I had taken. My question is: “Why is there a sign saying no photos or videos may be taken? What are you hiding?” I deleted the video under duress and asked which security company the man worked for because he had no identification. He replied, “JMPD”. On my way home, I came across several JMPD officers in a van and they all had lapel badges identifying them. They [undertook to go straight to] the Roodepoort Civic Centre to question this so-called JMPD officer because it is against the law to identify oneself as a police officer without showing identification. The woman who suddenly decided to serve me was on the offensive and stated that she is entitled to a tea break. Members of the public are also entitled to tea breaks. Her tea break was taken from 9.15am to 10.30am. I saw her wandering around. The staff appear to be lazy and as if they are doing the public a favour by serving them. As a ratepayer, I will not be treated like a piece of rubbish that walked in off the street. I want a decent public service for which my rates and taxes are paying. This is not a case of being understaffed but staff who does not want to work and wander around and have as many tea breaks, lunch breaks, etc. as they feel they are entitled to.”

After reading the background information provided above, your supervisor requested you (the administrative officer) to arrange a meeting to discuss the lack of service that the external client received at the Roodepoort Civic Centre. Your answer must include the following:

(a) Name the different types of meetings and choose which type of meeting you will set up.
(b) What are your administrative responsibilities when preparing for the meeting?
(c) Describe your duties as administrative officer during the meeting.
(d) Describe minute taking as an important duty during meetings.
(e) Draw up the following documents using basic meeting terminology:
(i) Notice of the meeting
(ii) Agenda of the meeting
(iii) Minutes of the meeting