English for Communication (Compulsory English)

Transcription

1 H I SHIVAJI UNIVERSITY, KOLHAPUR CENTRE FOR DISTANCE EDUCATION English for Communication (Compulsory English) For B. A. Part-II (Semester-III & IV) K (Academic Year onwards) J

2 Copyright Registrar, Shivaji University, Kolhapur. (Maharashtra) First Edition 2014 Prescribed for B. A. Part-II All rights reserved. No part of this work may be reproduced in any form by mimeography or any other means without permission in writing from the Shivaji University, Kolhapur (MS) Copies : 10,000 Published by: Dr. D. V. Muley Registrar, Shivaji University, Kolhapur Printed by : Shri. B. P. Patil Superintendent, Shivaji University Press, Kolhapur ISBN Further information about the Centre for Distance Education & Shivaji University may be obtained from the University Office at Vidyanagar, Kolhapur , India. This material has been produced out of the Developmental Grant from UGC, Distance Education Bureau, New Delhi. (ii)

3 Prof. (Dr.) N. J. Pawar Vice-Chancellor, Shivaji University, Kolhapur Prof. P. Prakash Hon'ble Vice-Chancellor, Dr. Babasaheb Ambedkar Open University, Hyderabad. Prof. (Dr.) K. S. Rangappa Hon. Vice-Chancellor, University of Mysore Prof. (Dr.) R. Krishna Kumar Hon. Vice-Chancellor, Yashwantrao Chavan Maharashtra Open University, Dnyangangotri, Near Gangapur Dam, Nasik Prin. (Dr.) A. S. Bhoite Pro-Vice-Chancellor, Shivaji University, Kolhapur Prof. (Dr.) Cima Yeole Git Govind, Flat No. 2, 1139 Sykes Extension, Kolhapur Dr. A. P. Gavali Dean, Faculty of Arts and Fine Arts, Shivaji University, Kolhapur B. O. S. MEMBERS OF ENGLISH Chairman- Dr. S. B. Bhambar Assitant Professor and Head, Dept. of English, Arts & Commerce College, Nesari Prof. (Dr.) P. A. Attar Professor and Head, Dept. of English, Shivaji University, Kolhapur Dr. S. R. Ghatge Associate Professor and Head Vivekanand College, Kolhapur Dr. S. I. Noorani Associate Professor and Head Smt. Meenalben Mehta College, Panchgani Dr. P. M. Patil Assitant Professor and Head, Dept. of English, Arts, Commerce & Science College, Palus Centre for Distance Education Shivaji University, Kolhapur ADVISORY COMMITTEE (iii) Dr. J. S. Patil Dean, Faculty of Social Sciences, Shivaji University, Kolhapur Dr. C. J. Khilare Dean, Faculty of Science, Shivaji University, Kolhapur Dr. R. G. Phadatare Dean, Faculty of Commerce, Shivaji University, Kolhapur Prof. (Dr.) A. B. Rajage Director, B.C.U.D., Shivaji University, Kolhapur Prof. (Dr.) D. V. Muley Registrar, Shivaji University, Kolhapur Shri. M. A. Kakade Controller of Examinations, Shivaji University, Kolhapur Shri. V. T. Patil, Finance and Accounts Officer, Shivaji University, Kolhapur Prof. (Dr.) A. R. Bhosale (Member Secretary) Director, Centre for Distance Education, Shivaji University, Kolhapur. Dr. N. R. Sawant Associate Professor and Head Dept. of English, Shivraj College of Arts, Commerce & Science, Gadhinglaj Dr. S. R. Sawant Associate Professor, Dept. of English, Kisan Veer Mahavidyalaya, Wai Dr. R. P. Lokhande I/c Principal, Yashwantrao Chavan Mahavidyalaya, Pachwad

4 Centre for Distance Education Shivaji University, Kolhapur. Writing Team English for Communication Writers Name Sem. I Units Sem. II Units Dr. Sunil R. Sawant 1 9 Kisan Veer Mahavidyalaya, Wai Smt. Sarita Mane-Bobade 2 10 Mudhoji College, Phaltan Dr. G. V. Jadhav 3 11 Sharadchandra Pawar Mahavidyalaya, Lonand Mr. V. B. Kulkarni 4 12 Arts & Commerce College, Nagthane Dr. Neeta Dhumal 5 16 Kamala College, Kolhapur Mr. P. V. Satpute 6 13 Arts & Commerce College, Satara Dr. P. B. Patil 7 15 Shri Shiv-Shahu Mahavidyalaya, Sarud Dr. P. A. Patil 8 14 Miraj Mahavidyalaya, Miraj Shri. Y. S. Kalamkar Former Head Dept. of English Kisan Veer Mahavidyalaya, Wai Editors Dr. S. B. Bhambar Assitant Professor and Head Dept. of English Arts & Commerce College, Nesari (iv) Dr. Sunil R. Sawant Associate Professor Dept. of English Kisan Veer Mahavidyalaya, Wai

5 Introduction Dear Students, This Self Instructional Material (SIM) for Compulsory English at B. A. Part-II is prepared for you as distance learners. It is designed specially for you taking into consideration that there is no teacher to explain any of your difficulties. It helps you to understand the lesson. It provides answers to the Check Your Progress exercises in the end to enable you to correct your own responses to the exercises. There are sixteen units in this book, which are divided into two parts, one for each semester. Each part contains three units of Communication Skills and five units of the skill for Reading Comprehension. The units on Communication Skills are designed to teach you the use of English for practical purposes, These units help you to use English for writing notices, expressing your opinions/beliefs, etc. interpreting data, writing summary, writing reviews, etc. The units on Communication Skills are designed to teach you English for your future career. Similarly, the units on Reading Comprehension introduce modern English Prose and Poetry to increase your vocabulary and make you understand how English is used for creative writing. This book is, thus, carefully designed to enable you to use English effectively in your future career. We wish you great success in your career and hope that you will take full advantage of this book in English. - Editorial Board (v)

6 CONTENTS English For Communication Semester III Section I : Communication Skills Unit 1 Expressing Likes/Dislikes/Beliefs/Opinions 1 Unit 2 Drafting Formal Notices 10 Unit 3 Interpreting Data 21 Section II : Reading Comprehension Unit 4 The Storeyed House, by Waman Hoval 32 Unit 5 The Unity of India, by Amartya Sen 50 Unit 6 I am not that woman, by Kishwar Naheed 62 Unit 7 The Conjurer's Revenge, by Stephen Leacock 68 Unit 8 On Killing a Tree, by Gieve Patel 78 Semester IV Section I : Communication Skills Unit 9 Writing Review of a Film/a Play 86 Unit 10 Summary Writing 98 Unit 11 Organizing Written Composition 106 Section II: Reading Comprehension Unit 12 On the River Bank, by S. K. Pottekkat 117 Unit 13 Krishnakali, by Rabindranath Tagore 131 Unit 14 Milkha Singh : The Flying Sikh, by Sonia Sanwalka 137 Unit 15 An Old Woman, by Arun Kolatkar 156 Unit 16 Time to Ignite the Minds of the People, by APJ Abdul Kalam 163 (vii)

7 Each Unit begins with the section Objectives - Objectives are directive and indicative of : 1. What has been presented in the Unit and 2. What is expected from you 3. What you are expected to know pertaining to the specific Unit once you have completed working on the Unit. The self check exercises with possible answers will help you to understand the Unit in the right perspective. Go through the possible answer only after you write your answers. These exercises are not to be submitted to us for evaluation. They have been provided to you as Study Tools to help keep you on the right track as you study the Unit. (viii)

8 Unit-1 Expressing Likes/Dislikes/Beliefs/Opinions Index 1.0 Objectives 1.1 Introduction 1.2 Content Expressing Likes and Dislikes Check Your Progress I Expressing Beliefs and Opinions Check Your Progress II 1.3 Summary 1.4 Answers to Check Your Progress 1.5 Exercises 1.0 Objectives: After working with this unit you will be able to: use English for expressing your likes/choices express in English your likes/disapprovals state your beliefs and opinions in English learn a variety of expressions, favourable as well as unfavourable use a variety of descriptive expressions for people/things/places. 1.1 Introduction: We use language as a means of communication in speaking and writing, and through reading as well. Our social relations depend upon how we express ourselves. We can use language to win friends, to form healthy social relationships and, of course, to express ourselves effectively. In our social communication, we have to express our likes and dislikes, our beliefs and opinions using language, either in 1

9 speech or in writing. We do this in our mother tongue. But, here we have to learn how we should do it efficiently making use of English for our day-to-day communication. English is a foreign language for us. We, in India, learn English as a second language in our schools and colleges. We feel the need of using it in our jobs, in the offices and while visiting other states in our country, because English in our country is the official language as well as the language for the inter-state communication. Dear students, in your social life, anywhere in India, you have to use English effectively in your social as well as official communication. Your success can depend on how politely, efficiently and firmly you express yourself in these situations. This unit is the beginning of your social communication. It is supposed to help you in your contacts in the multilingual social and official set-up. 1.2 Content: Expressing Your Likes and Dislikes: In your social communication, you often have an occasion to express your likes and dislikes about books, movies, places, events and even persons. You ask people whether they like something or dislike it. You yourself would like to say what you like or dislike. And sometimes you also say why you like it or dislike it. You, in fact, express your feelings about things, etc. Let us first see how in spoken English you express yourself communicating your likes and dislikes. Read the following short piece: I like going for a walk early in the morning. I like to walk briskly. And I don t like to talk to anyone while taking a walk. You see, walking is my favourite exercise. I like cool, early morning breeze, especially in summer season. In winter I love to put on my long woolen sweatshirt, and cover my head with a scarf. And after a brisk four kilometer walk, I enjoy two cup of hot tea. I prefer crisp Britannia biscuits or brown well-baked rusks with my tea. I Enjoy watching morning news as I sip my tea. 2

10 Now read what Sheela likes or dislikes: Sheela does not like to wear saree. She always prefers her salvarkamiz. She does not like gaudy colours. She normally goes for light blue, cream Yellow and even white and gray. She dislikes to put on trousers and shirt. Her mother would like her to wear saree on festival days. But she would go In for Ghagra and Chunery. My friend, Sujata, is exactly opposite of her She likes to put on tights and short-sleeved blouse. How do you talk about movies, expressing your likes and dislikes? : What kind of movies do you like? : I like to watch movies which are full of suspense and adventure. : I don t like horror movies at all. In fact, I prefer to watch TV serials rather than go for a movie. What about you? : Well, I like to watch movies with some social problem or theme. I like to watch singing competitions on the TV. I prefer to go to cinema hall to watch movies rather than watch them on TV. Here are two friends talking about sports : : What sports do you like? : I like playing cricket and watching cricket matches also. But I like One-Day matches better than twenty-twenties. : I too enjoy one-day cricket matches. But a test match is very boring. Besides, who has got so much time to spend watching a test match? One-day matches played abroad in England or Australia are better, because we can watch them at night. : My brother doesn t like cricket. He is a foot-ball fan. He plays foot-ball at the local club, but he detests watching a match on TV. 3

11 Language study: Note the verbs and expressions used in the passages given above expressing likes and dislikes. Likes : like, prefer, go for, enjoy, love (to watch, play), would go in for, (my) favourite (game, etc) Dislikes : don t like, dislike, detest, (is) boring, tiresome, I would rather stay at Home While expressing your likes and dislikes, you can use the following favourable and unfavourable expressions: Favourable: 1) nice, fascinating, attractive (about colour or dress), colourful, 2) Wonderful, expensive, interesting, fabulous, full of suspense, Amusing, useful, moving (scene or event), 3) realistic: novel, play or a movie 4) reasonable (price, quality, charges at a hotel), 5) grand, cool (place), 6) warm (clothing, climate), 7) smashing (to look at, meaning beautiful), 8) enthusiastic (person), 9) startling (scene), 10) sportive, cool-headed, inspiring, thought-provoking (play or a movie or a book), 11) grand (celebration, display), 12) challenging (task) 13) worthy (person), 14) valuable (experience or instruction) 4

12 Unfavourable: 1) gaudy, unattractive (about clothes), 2) dirty, odd, boring, cheap (can be both favourable and unfavourable), uninteresting (movie, or a book), 3) absurd, outdated (film or a story), 4) backward, tiresome, dull (to watch), drab, ungainly (figure, dress), ugly, etc. Favourable expressions suggest whether you like the thing, appreciate it, approve of it, would go in for (buying it or watching it,), buy it, recommend it, and so on. On the other hand, the Unfavourable expressions suggest that you dislike the thing, disapprove it, would not watch/buy it, would not recommend it to any one, etc. You may find many more such expressions through your reading. Make use of these in your speech and writing. Now, here is a task for you. Try to use English as much as possible and use the expressions given above. Don t do it as a task, do it for sharpening your skill of speaking and writing. Check Your Progress I Write a small paragraph (4 to 5 lines each) stating your likes or dislikes about the following: a sports person, a book (a novel or a play), a movie, a place, (a hotel, a garden,), a person Expressing Beliefs and Opinions: Read the following small pieces: 1 Your beliefs and disbeliefs depend on your personal life, education, your bringing up and what you read. I don t believe there are ghosts. But, I am afraid of entering our old house in the village in the pitch dark of a moonless night. Even if there is the moon, the moonlight can throw weird shadows. I feel terrified and I am full of doubts and misgivings. Suppose there is a ghost? Our mind refuses to obey reason. It is the fear of the unknown that takes our possession. 2 : What do you think of college elections? : In my opinion college elections are a training ground for democracy, but. 5

13 : I too feel there is this but, about it. It seems to me the past experience of college elections is responsible for our doubts and anxieties. : What I feel is there should be a code of conduct for the candidates. : How do you react to the suggestion that candidates for elections should have sound academic record? : Do you think students with sound academic record can also have leadership qualities or understanding of the problems of students? These two small passages have a number of underlined expressions, which have been used to express beliefs and opinions and personal points of view. We express our views and opinions on a number of things. You come across exchanges like: 1. : It is difficult to say, what will happen in the coming elections. There are so many players in the field. : Yes. You cannot be sure of any one party getting a majority. 2. : Do you hope to get this job? : I m not too sure about it. But I believe my resume will impress them. 3 : As far as I am concerned, I am going to take up a job after my graduation. : I quite agree with you. We can do MBA while doing a job. 4 : It s good that you are doing BCA. It will help you in your career. : I feel I should do MCA as well before taking up any job. Now read the following passage expressing opinion about the violence on TV: My own feeling is that if you really want to generate a fear, a hatred and a horror of death on television, that is to take a positive instead of negative approach, then killing should be shown as it genuinely is. And I think there would be such a feeling of revulsion by the public that its request for less violence would be much more genuine. What if a woman in a melodrama is shot to pieces? What if someone s mouth or ears are ripped off by a knife or a gun wound? You say it is too horrible. I disagree. What is horrible and what is tasteless is to see antiseptic death, the way it hardly ever happens. That is dishonest 6

14 Here the writer is expressing his opinion about the violence in TV films. In his opinion it is unrealistic, and it fails to create abhorrence for violence, which it should do by showing real violence. Note the expressions the writer uses to express his opinions. Check Your Progress II (A) Write a small paragraph of about 3 to 6 sentences each expressing your beliefs / opinions regarding the following: i) The Semester System of Examinations. ii) The Horoscope Predictions in the Newspapers iii) Hoardings in the city iv) Good or Bad Omens v) Horror Shows on TV (B) Express your belief/opinion about the following in one line: 1. Negative voting 2. Semester System reduces the burden on students 3. Oral test for English 4. There are ghosts and spirits 5. Censor-board for T.V. channels 1.3 Summary: In this Unit you learned how to express your likes and dislikes as well as your beliefs and opinions. This unit expects you to master the conversation idiom introduced in it. This can be done only if you practice speaking like this among your friends and even at home if possible. You should find situations and occasions to exercise your spoken English, which will benefit you in your future life. 1.4 Answers to Check Your Progress: Check Your Progress I 1. A Sportsperson I like: I am very fond of playing cricket. My cricket icon is Mahendrasing Dhoni. He is very dependable batsman. He is also a very successful Captain. It is true that in England, the Indian team has failed badly, 7

15 but such ups and downs are expected in games. I hope Dhoni will inspire his team and lead them to victory. 2. I very much liked Singham I. I know that the fights in such films are only fictitious. But, it is a very satisfying to see a police-officer coming from a rural background shows honesty and spirit for fighting injustice. It should inspire and teach something to our police force. (Write similarly on the other topics given in the exercises) Check Your Progress II A 1. The Horoscope Prediction : I like to read the horoscope predictions given in the newspapers, especially, the Sunday editions. It does not mean that i believe these predictions. But, it is interesting to read them, and then watch how your week passes. The good things expressed in horoscope prediction certainly boost your morale, and to bad things tell you to be careful. They may not happen, but what is the harm in being careful? 2. Hoardings in the City : These hoardings disfigure the city. Who reads them? Only those who put up these hoardings might read them. They do it because they have to show loyalty to some leaders. But common people do not bother. They, in fact, curse these hoardings if they prove to be obstructions and inconvenience. (Try to write on the other themes on your own) B. 1. Negative Voting: I like the idea, because how can i vote if there is no worthy candidate in my opinion? OR I think there can never be a perfect choice, so we ought to vote the candidate who is better than others. 8

16 2. Semester System: To be honest, i don t like it because we are hurried through the syllabus and the syllabus is hardly completed. 3. Oral test for English; The oral test for English is necessary to make us learn how to speak, as without such a test students would not practice speaking. (Write about other topics on your own) 1.5 Exercises: (A) Express your likes/dislikes about the following in 4/5 lines each: i. The Dahi-Handi programmes on Gokul Ashtami ii. The Fire-crackers in Deepavali Festival iii. Immersion of Ganesha-idols in the river (B) Express your belief/opinion about the following briefly: i. Omens ii. Making offerings in temples 9

17 Unit-2 Drafting Formal Notices Index 2.0 Objectives 2.1 Introduction 2.2 Content Subject Content Drafting Formal Notices related to Clubs, Educational Organizations, etc. Check Your Progress I Subject Content Drafting Formal Notices: Legally registered companies, business houses, etc Subject Content Drafting Agenda for the Meetings Check Your Progress II Writing Minutes of the Meeting 2.3 Summary Check Your Progress III 2.4 Answers to Check Your Progress 2.5 Exercises 2.0 Objectives: After studying this unit you will be able to: learn how to write formal notices in English for inviting members of a club, or an educational institution, etc. understand how to write notices for inviting members of legally registered companies, business houses, etc. 10

18 learn how to draft Agenda for the meetings learn two ways of drafting Agenda of the meeting learn how to write minutes of the meeting. 2.1 Introduction You are familiar with the notices displayed on the notice boards in schools and colleges. These notices may be from the office of these educational institutions, addressed to the students asking them to fill in particular forms, informing them of the dates and time of examinations, notices about sports meet, annual social gathering, etc. If you have a cooperative store in your college, you must have come across notices displayed by this store on the board, or sent in writing to the members of the society. A legally registered company or a business organization has a managing committee as well as a general body of its members. Such organization holds the meeting of its managing committee periodically, because this committee looks after the company s business, taking decisions about appointments, sales and purchases, etc. There is a legal requirement of maintaining records of these meetings. There is a secretary, who looks after the routine official work, and there is a chairman or the president of the company, who is responsible for the running of the company, signing notices, presiding over the meetings, etc. In this unit, we are going to learn how language (here English) is used for drafting formal notices, and then, how to record the minutes of the meetings of the business organizations or cooperative societies. 2.2 Content: Subject Content - I Notices are of several types. Some notices are only to pass on information. For example, a Sports Club or Swimming Pool would display notices regarding changes in timings, dates of competitions to be held, etc. for the users of the club, on the notice board. In the schools and colleges, the notices for the students appear on the big boards or in the show-cases, in the campus. Office employees and workers are also given instructions, etc. by sticking notices in the show-cases or on the boards. Let us now read some notices and study the language used in them. 11

19 Notice for the Class Representatives: Date: 20 th Sept A meeting of all the class representatives shall be held on the 25 th September, 2014 (Thursday) at 12-30, in the office of the Principal to discuss internal sports matches to be organized in December The CRs are requested to attend the meeting. Sd/- General Secretary Note the use of language in this notice. It uses impersonal passive construction, for example: (i) meeting shall be held, ii) CRs are requested to attend. The passive construction is used here because such notices are impersonal, addressed to all the members. In most of the official correspondence, you will find passive construction used because there is no need for personal appeal. The notice above is very matter-of-fact. It states the following details: 1. Whose meeting 2. On what date and at what time 3. Where (the place of the meeting) 4. The purpose of the meeting. 5. Formal request (in passive structure). The meeting called for may be cancelled and postponed to some other date. Another notice informing the members of this cancellation and the new date of the meeting may be displayed on the notice-board. See, for example: Notice for the Class Representatives The class representatives are hereby informed that the meeting of the CRs to be held at the Principal s office on the 25 th Sept. 2014, has been cancelled, and it will be held on Wednesday, the 1 st October, 2014 at 12-30, in the office of the Principal. G.S. 12

20 Check Your Progress I Draft the following notices: 1 The secretary of the Sports Club, in your city invites a meeting of the board members to discuss the sports competitions to be held in the month of December State the date, place, and time of the meeting. 2 The meeting of the members of the Lions Club, Kolhapur to be held on the 8 th July 2014 (Tuesday) has been cancelled. It will be held on the 15 th July (Tuesday) instead, in the club s office at a.m Subject Content - II Notices of the institutions registered under the Company Act, and the organizations governed by their own bye-laws, are required to call meetings of the members of their governing body or office bearers, periodically. These notices are somewhat different because they have to follow legal procedure laid down for them. These notices must be sent to the members of the committee or the governing body, 15 days before the date of the meeting. The notice must be on the printed letter-head of the organization. It should contain the following details: A letter head containing the name of the organization or the company, its address, etc. 1. Day, and date, and time of the meeting. 2. Place of the meeting. 3. Agenda of the meeting. The organization or the company has its registered office printed on its letter head. Agenda means the list of business to be discussed in the meeting. We are going to study the language of the Agenda in a short while. Let us first study the details of the legal notice, which the secretary of the organization sends to the members of the board, managing committee, etc. 13

21 Vidya Vihar Cooperative Bank, Ltd. Satara Date: 9 th September, NOTICE The ninth meeting of the Board of Directors of Vidya Vihar Coop. Bank, Ltd. Satara will be held at 3-00 p.m. on Wednesday, the 25 th Sept. 2014, at the office of the Bank. All the members are requested to attend the meeting. Sd/- Secretary Encl. The Agenda of the meeting. To: All the members. Note the details that appear in the notice. The date of the meeting is 15 days ahead of the notice of the meeting. The only difference here from the earlier notices is that, there is legally required time limit of 15 days from the date of the notice. Secondly, the meeting is to be held at the premises of the bank. And thirdly, the Agenda, the list of business to be transacted at the meeting is enclosed to the notice Drafting Agenda for the Meeting: Let us now study how Agenda of the meeting is written: AGENDA of the 9 th Meeting of the Board of Directors to be held on the 25 th September, Confirmation of the Minutes of the previous meeting. 9.2 Business arising out of the previous meeting. 9.3 Consideration of the loan application of the Modern Steel Works, Pvt. Ltd., for Rs.10,00,000/- 9.4 Consideration of appointment of Assistant Manager and one Accounts Clerk for the Branch at Koregaon. 9.5 Any other business with the permission of the chair. Now, let us look at the way the items under the agenda have been drafted. Note the numbers given to the business items on the agenda, which start with 9.1, 9.2, etc. It is progressive numbering from the previous meeting. It shows that there was 8 th meeting before this, and its minutes (the record of the business done) have to be 14

22 confirmed first in this meeting. Note the language used for writing the items of the business. You can see that each item of the business is a Noun Phrase: Confirmation of the minutes. Business arising out of.. Consideration of. There is another way of writing these business items on the agenda. You can use infinitival verb phrases instead of the noun phrases as above. See, for example: To confirm the minutes of the previous meeting. To consider business arising out of the previous meeting. To consider the application of. One thing common to both the ways is that the Agenda is written precisely. Now you ought to try your hand at writing an agenda of a meeting. Check Your Progress II (A) Prepare the agenda of the meeting of the managing committee of Bharat Electricals Pvt. Ltd. Using the following points. Use non-finite verbs: 6.1 Minutes of the last meeting, 6.2 business arising out of the last meeting Mr. Dixit s application for the post of Assistant Engineer Sanction for the purchases of tools worth Rs. Six lacs. (B) Rewrite the above agenda making use of Noun Phrases. (A) What details are given on the letter-head for the notice of the meeting? (B) What enclosure is attached to the notice of the meeting? Who signs the letter? (C) What is Agenda? Writing Minutes of the Meeting: Notice of the meeting, its agenda, and recording the business carried out in the meeting are all very important record of any business organization. They have legal importance. In the case of any dispute, this record must be presented in the court of law. Therefore, the notice of the meeting, the agenda (along with the receipts of the members having received the notice) must be preserved in the company s office. 15

23 The next important thing is writing the minutes (the record) of the business transacted in the meeting. Have you noticed the very first item on the agenda on the previous page? It is confirmation of the minutes of the last meeting. The members of the managing committee or the board would like to see that the business done, decisions taken in the previous meeting are correctly recorded in the minutes. The secretary will circulate the minutes of the last meeting, and after reading them the members of the committee will pass them or suggest corrections, change the minutes with the permission of the chairman or the president of the meeting. Then the secretary will write the minutes of the last meeting were confirmed and the chairperson / president will sign it on the minute book. Now, we are going to learn how to write minutes of the meeting. Minutes of a meeting are the official record, and as said earlier, it is legally very important. Look at the following format of the minutes of a meeting. Note how the resolutions are written. Resolutions are the decisions taken by the committee about the purchases, appointments, buying land, opening a new branch, etc. These resolutions are proposed by and seconded by the members of the board. Below the text of the resolution, it is recorded proposed by Mr.., seconded by... Minutes of the sixth meeting of the Managing Committee of Bharat Electronics, Pvt. Ltd. Kolhapur, held at p.m. on Friday, the 7 th March 2014, at the company s office. Members present: 1. Mr. B. R. Deshmukh, President 2. Mr. S. M. Dekhane Member 3. Mr. V. R. Chougule " 4. Mr. B. C. Deole " 5. Mr. G. S. Nawale " 6. Mr. N. R. Kadam " 7. Mr. V. C. Katkar " Members absent: 1. Mr. C. R. Jadhav 2. Mr. D. B. Sardesai. 16

24 6.1 Minutes of the last meeting: Minutes of the last meeting held on 24 th January 2014, were read out by the secretary and confirmed by the members, and signed by the President. 6.2 In the last meeting, Mr. V.R. Chougule was entrusted with the task of buying 10 Micro Tech Generators. Mr. Chougule informed the members that the generators have been received and the bills have been presented to the Accounts section for payment. The prices have been as already approved by the committee. 6.3 The President, Mr. Deshmukh, informed the members that out of four applications received for the post of Assistant Manager, the applications of M. Y. M. Patil and Mr. C. R. Deshmane, have been shortlisted and they were called for interview on 25 th February, The committee of Mr. V.R. Chougule and Mr. B.C. Devale interviewed the candidates and have recommended Mr. Y.M.Dixit for the post. Resolution: It was resolved that Mr. Y.M. Dixit be appointed as the Assistant Manager of the Company, with effect from 15 th March 2014, on the pay scale as advertised. Proposed by: N. R. Kadam Seconded by: V. C. Katkar. 6.4 Mr. N. R. Kadam s proposal to open a new branch of the company at Pune was accepted, and a subcommittee of the following members was appointed to put up a detailed proposal with possible area in Pune for the Company s establishment, rented place or possibility of buying a house, for opening a new branch, and submit their proposal in a month s time. 1) Mr. B. C. Deole 2) Mr. G. S. Nawale 6.5 As there was no further business, the meeting came to an end with a vote of thanks to the chair. President Secretary. Study the chronology of writing minutes. We state the time and date of writing the minutes, place of the meeting, the names of the members present, beginning with the name of the chairman or the president, and ending with the name of the secretary. The names of the members absent at the meeting are also stated below. 17

25 After the confirmation of the minutes of the previous meeting, there may be some business arising out of the previous meeting. Then one by one, the items on the agenda are taken up and the decisions are recorded. Study the language of the Resolutions: The resolution begins with the expression: It was resolved that, be appointed / be purchased / be called, etc. Study the language used in recording the minutes (the business) discussed, decisions made, information given, etc. in the meeting. The business and the decisions will depend on what kind of business organization it is. If it is a factory producing different kinds of machinery, the decisions and the discussions will relate to sales, purchases, orders to be obtained, etc. If it is a sports club, the discussion will be about purchasing sports material, holding sports matches, etc. Now, try to write the following minutes: Check Your Progress III At the 12 th Managing Committee meeting (held on 25 th February 2014, the following business was transacted. Draft the resolutions passed in the meeting about these business items: i) Purchase of 4 acres of land on Pune Satara road for the warehouse of the company. i) Mr. D. S. Deshpande was appointed as the chartered accountant for the period of two years, and , on the yearly fees of Rs.25,000/-. ii) Resolution was passed to appoint two accounts clerks and one Peon for the head office of the company. 2.3 Summary: In this unit you learned how to draft formal notices for the Sports Clubs, etc. for inviting meeting of their members, as well as notices for the Company Directors, Board members, for attending the meeting. These formal notices state the details such as day and date, as well as, the time of the meeting and the business of the meeting. The company notices are attached agenda of the meeting. There are two ways of drafting the agenda. The minutes of the meeting contain resolutions and decisions taken in the meeting. 18

26 2.4 Answers to Check Your Progress: Check Your Progress I 1. Sports Club, Kolhapur: 5 th Nov., 2014 Meeting of the Board of the Members is invited to discuss Sports Competitions to be held during the month of December, 2014, at 4.00 p.m. at the premises of the club. 2. Lions Club, Kolhapur 6 th Jan., Secretary Meeting of the Members of the Club to be held on the 8 th July, 2014 (Tuesday) has been cancelled. It will now be held on the 15 th July, (Tuesday) at the Clubs Office, at a.m. Members Please note. Secretary Check Your Progress II (A) 6.1 To read and confirm the minutes of the last meeting held on at the company premises 6.2 To consider the business arising out of the last meeting viz. the report of the sub-committee of Mr.Sushant Singh and Mr.B.M.Das on purchase of premises for the company s new branch at Satara 6.3 To consider the application of Mr. Dixit for the post of Assistant Engineer 6.4 To consider purchases of tools worth Rs. 6 Lacs (B) The Noun Phrases in place of the Non-Finite Verbs above can be: 6.1 Reading and confirmation of the minutes Consideration of the businesses Consideration of the application...

27 6.4 Consideration of purchases of... Check Your Progress III 1 It was resolved that 4 acres of land be purchased on Pune-Satara road for the new ware-house of the company 2 It was resolved that Mr. D.S. Deshpande be appointed as the Chartered Accountant of the Company for the period of two years and , on the yearly fees of Rs. 25,000/- 3 It was resolved that two account clerks and one peon be appointed at the head office of the company. 2.5 Exercises: (A) Draft the following Notices; i. The Sports Club, Sangli invites its members to plan and organize sports meet for the school children of the city ii. The Secretary of the Ajanta Housing Society informs the members that the meeting to be held on 25 th Sept., 2014 has been cancelled, ant it will be held at the office of the Society on the 15 th Nov., 2014, instead. iii. Syndicate Bank Ltd., Pune invites the meeting of the Board of Directors to Discuss Elections to be organized during September, (B) Draft the Agenda for the following: i. Agenda of the Sixth meeting of the management of Nutan Cooperative Bank Ltd., Satara to discuss the following business: a) Minutes of the last meeting b) Appointment of a clerk and a peon for the branch of the bank at Shirval c) Purchases of computers for the branch at Shirval and Panchgani d) Any other point with the permission of the chair. ii. Write the Agenda given above using infinitives. 20

28 Unit-3 Interpreting Data Index 3.0 Objectives 3.1 Introduction 3.2 Content Subject Content 1 Interpretations of Tree Diagrams Check Your Progress I Subject Content 2 Flow Chart Check Your Progress II Subject Content 3 Bar-Diagrams Subject Content 4 Pie-Diagram Check Your Progress III 3.3 Summary 3.4 Answers to Check Your Progress 3.5 Exercises 3.0 Objectives: After working with this unit you will be able to: what information transfer is and its necessity learn how information transfer can help interpretation of data learn how a tree-diagram can be interpreted learn how information presented in a flow-chart can be interpreted. learn how bar-diagram and a pie-diagram can be interpreted 21

29 3.1 Introduction Data is information often presented in tables, bar-diagrams, charts and graphs. This information is normally about the production of food grains, industrial production (vehicles, cell phones, computers, etc.), student population in different classes or streams, rainfall during the months of rainy season during four or five years, and many such fields, important for the governments, industrialists, scholars in different fields, who have to present this information before an audience. This information, for such presentation, is given in a variety of diagrams as stated above. In your presentation before an audience, you make use of these diagrams, charts, etc. and narrate, interpret and comment on the data, explaining its significance. For example, with the help of the table given about agricultural production for the last four years, you can make statements about high or low yield of a particular crop like wheat, Jwar, cotton, etc. You narrate the visual information given in a table or a diagram or a graph. You can make statements about high or low yield of a particular crop and state your evaluation of the field of agriculture. Interpretation means explaining data presented in a variety of diagrams, tables, etc. While interpreting data, we have to make general statements about the information. For example, we can say: The agricultural production in the year is greater than in the year It was because the rains were timely and adequate. We also need to make statements comparing and contrasting the information, and to discuss the factors involved in it. See, for example: The turnover of small cars during the year 2004 was higher than the previous year as a result of increase of demand from Shri Lanka and the African countries. Thus, when we interpret the data given in the tables, we make statements stating reasons and conditions affecting the figures. In this unit we are studying use of English for interpreting data in various tables, diagrams and graphs, etc. 22

30 3.2 Content: Tree Diagrams: Tree diagram is called so because it resembles a tree. But this tree is inverted, its branches grow downwards and the root is up. Look at the following Tree diagram, which illustrates the relationship between the genus (the major category) and its Species, or the major class and its sub-divisions. Insects Physical Features Six Legs / No backbones / three part body Useful Harmful Neutral Bees Silk worms Locusts Mosquitoes Butterflies I birds Moths Honey Silk destroy crops spread Beautiful & interesting beautiful & Interesting diseases The tree diagram given above gives us classification of insects. Let us now write a paragraph based on the information given by this tree diagram. (Insects are small creatures which have six legs and no backbone. Their body is divided into three parts. Insects are classified into three types according to their relationship with the human beings. There are useful insects such as bees and silkworms. Bees produce honey from flowers. This honey tastes sweet and has medicinal property also. Another useful insect is a silk worm, which produces a fibrous substance, used later for making silk cloth. Locusts and mosquitoes are harmful insects. Locusts come in thousands and destroy crops. Mosquitoes spread diseases like Malaria. Neutral insects, for example, are butterflies, I Birds and Moths, which are beautiful and interesting.) You can see from the small paragraph above how the tree-diagram is rendered into a narrative prose passage. What is the advantage of a tree diagram? A tree diagram makes us understand the relationship between different classes or 23

31 components. It shows how they relate to one major category. Here Insect is the major category. It is classified into three broad groups useful, harmful and neutral. And each group is again classified into the types such as bees, silk worms, etc. The tree-diagram gives us the idea of the interrelationship between them at a glance. This is the advantage of a tree diagram. You can then expand it into a prose passage as shown above. A Tree-Diagram can be used to present relationship between different types of material, or hierarchical relationship in the organizations, offices, in the corporate world, etc. For example, study the tree diagram below which shows hierarchy of relationship in the management of a company. CHAIRMAN Production Personnel Finance Purchase Manager Manager Manager Manager Asstt. Asstt Asstt. Asstt. Maintenance Civil Electrics Recruitment Training Audit Advt. You can narrate this tree-diagram stating the hierarchy in the company management. See, for example: The management of a big company is headed by the Chairman or the Managing Director. There is a second layer of officers working under him. There is a production manager who has three assistants working under him. There are assistant managers of maintenance, civil and electrical under the production manager. The personnel manager has two assistants, one for recruitment and the other for training. Accounts and Finance Manager has two assistants, one for audit and the other for advertising. A Purchase Manager has only one assistant manager. 24

32 Check Your Progress I Write a narrative paragraph based on the information given in the following tree diagram: Musical Instruments Wind instruments Percussion Instruments Stringed Instruments. Wood Brass Others Banging Striking Plucked Bowed Flute Clarinet Basson Trumpet Horn Flow Chart: Mouth Organs Bagpipe Drum Tabla Harp Guitar Violin Cello A flow-chart is normally used to show the stages in the production or any sequence of action. There are stages of production, one leading to the other. A flow chart gives us a picture of a process at a glance. Suppose, you are describing a process of production to a visitor, you are going to start with the initial action in the process, then you take him from one stage of production to the other, describing how a finished product is arrived at. Making a flow chart is, thus, an activity. We have to perform one action after the other. Or it is a process telling us what we should do first, then next, until the process is completed. Let us study the following flow chart and how it is narrated into a passage. Take lime stone and Clay, ratio 3:1 Grind the mixture to a fine powder Transfer it to a cylindrical rotating kiln Introduce hot air & coal dust into the Kiln o Heat it to the 1400 temperature clinker is formed Now allow it to cool Add 3% gypsum intoit Let us now see how we can write a narrative passage for this process of producing cement. 25

33 First take lime stone and mix it with clay in a ratio 3 :1, i,e. three parts limestone and one part clay. Then grind this mixture in the machine to turn it into a fine powder. Transfer this powder to a cylindrical rotating kiln. after that mix coal dust into it and allow hot air into the kiln. Then heat this mixture to the 1400 o C temperature. Cement Clinker is now formed. Allow it to cool. When it is cooled, add 3% gypsum into it. The Cement is formed. Check Your Progress II Write a paragraph based on the following chart showing the process of harvesting: Plough the field after the first showers of rain sow the seeds water the field regularly after seeds sprout Harvest the crop when it is ready. introduce organic Chemical fertilizers Remove unwanted grass and weeds. Cut and bind the sheaves Into bundles take them for threshing and separating grain Remove the chaff by winnowing Pack the grains into bags. 26

34 3.2.3 Bar Diagram: Look at the following figure with rectangular bars. This is a bar-diagram or bar chart, which shows production and sales of air conditioners (in thousands) over the years 2007 to Let us see how the information given in this bar diagram can be narrated in a passage. Sales Production Figures in thousands The Bar Chart given above shows production and sales of air conditioners (figures in thousands) over the years 2007 to In the year 2007, the sales have gone up to 9000, but the production in this year was only up to 6000 air conditioners, which means that the need of sales was made up through the previous stock. In the year 2008, the figures of production and the sales are the same, namely 5000 air conditioners. In 2009 again the production was only 8000, but the sales went up to sets. In 2010, the production is only 10,000 air conditioners, while the sales went up to again. It means the company had to meet the demand from the previous stock, or keep the clients on the waiting list. You can see how the information given in the chart is transferred into a narrative passage. We do not merely transfer information here but also make a few comments on the trend shown in the diagram. 27

35 3.2.4 Pie Diagram: A pie diagram is made up of a circle, which represents total expenditure or total production of various food grains and the share of each item of expenditure or each food crop. The circle below shows major inputs in agricultural production, in other words, the amount spent on fuel, fertilizers, seeds, etc. during the year Major Inputs in Agriculture during the Year Seeds 12% Electriclle diesel 7% Others 30% Fertizers 32% Feed 19% Total On Electricity and Diesel On Fertilizers On Seeds On Feed Other expenses Rs Crores Rs. 800 Crores Rs Crores Rs Crores Rs Crores Rs Crores Now let us see how this diagram can be narrated in a paragraph describing the inputs into the agriculture during the year During the year , total investment in the Agriculture was to the tune of Rs crores. The percentages given in the pie diagram are approximate. We can see that during this year major expenditure incurred was on fertilizers, more than the third outlay of the total Rs crores. The next bigger item of spending is the other expenses, which must cover labour, water, transport, etc. On Electricity and Diesel about 7% of the total outlay was spent, which amounted to Rs.800 crores. Rs.1762 crores were spent on the seeds, which is about 12% of the total expenditure. And on the Feed (for domestic animals) Rs.2774 crores, about 19% of the total outlay was spent. It can be seen that Fertilizers and the miscellaneous expenses claimed lion s share of the total expenditure on agriculture during the year

36 Check Your Progress III Here is a Pie Chart showing percentage of expenditure of a middle-class family, every month. The monthly income of the family is Rs. 50,000/- during the year Food 25 % Cloting 10 % Saving 15% Housing 15 % Others 20% Transport 5 % Transport 5 % The monthly income of the family is Rs. 50,000/- Write a small paragraph narrating the information given in the pie chart above, and make your comments on how the family spends its income. 3.3 Summary: In this unit you learn information can be presented in a variety of charts and diagrams visually. Each diagram has its utility. A tree-diagram presents hierarchical relationship between the components. It is useful to understand structure of an organization like a limited company or a bank, etc. It can also be used to present family relationships, classes of things such as drinks, eatables, etc. A flow-chart can present a process, how a finished product is finally produced, step-by-step. Bardiagrams and Pie-charts are useful to give visual impression of production of different items, or yield per year of crops during a period of 4 or 5 years. It can also show rainfall over five or ten years. Information presented in the diagrams can be narrated in a prose passage precisely. It can be used as a good exercise for paragraph writing. 29

37 3.4 Answers to Check Your Progress: Check Your Progress I There are three main types of musical instruments: Wind instruments, Percussion instruments, and Stringed instruments. Wind instruments are again of three types: Wood wind, Brass wind and others. Wood wind instruments are flute, clarinet, and bassoon. We create musical notes by blowing wind into them. There are Brass wind instruments like trumpet and horn. The other wind instruments are mouth organ and bag pipes. The percussion instruments are only two: a banging instrument Drum and Striking instrument Tabala. Similarly, there are four stringed instruments. Harp and Guitar are Plucked Stringed Instruments and Violin and Cello use a blow for creating music. Check Your Progress II Process of Harvesting: The process of harvesting involves a number of steps. The farmer first prepares the field by ploughing it. He may use a tractor or a bullock-driven plough. Then, after the shower of rains, he sows seeds. If necessary, he regularly waters the field depending on the need of the crop. The seeds grow into plants. Now, mere watering is not enough. The farmer weeds out unwanted grass and wild shrubs to keep the field clean. He then uses organic or inorganic fertilizers to give strength to the crop. The crop is harvested when it is ready. It is cut and bound into bundles. Then the bundles are taken to the threshing machine to separate grains from the ears of the crop. The next step is winnowing for separating grains from the chaff. The grains are then packed into bags and stored or sent to market. Check Your Progress III Percentage of Expenditure of a middle-class family: The monthly income of this family is Rs.50,000/-. It spends 25% of its income on food, which is more than its expenditure on any other hand. Next item of sizeable expenditure is others which might include expenditure on medicines, entertainment, etc. The family spends 5% on transport of the children and another 5 % on the transport of the children going to school/college. It pays 15% of its income on housing i.e. rent, and 10% on educational fees for the children. Its expenses on 30