Pre-created minutes are not official minutes until members approve them. Since changes may be made to the minutes prior to approval, it is recommended that the Secretary note somewhere on the copy distributed that it is a “draft for approval”. 60. The Protocol. Minutes of the proceedings of a consultative meeting are generally referred to as minutes, minutes or journals. Generally, the name of the Member who moved a main motion is recorded, but not the name of the substitute. Organization is essential to any productive and effective board, and it cannot be achieved without the proper creation and approval of meeting minutes. In addition to the above duties, if there is only one secretary, it is his duty to send appropriate notices of all meetings called and, if necessary, other meetings and to conduct the correspondence of the company, unless otherwise specified. If there is a corresponding secretary, these functions are transferred to him, as well as to others prescribed by the statutes.
The statutes must always clearly define which additional tasks of the corresponding secretary are to be imposed on him. When the word “secretary” is used, it always refers to the receiving secretary if there is more than one. The same applies to vice-presidents. Sometimes they are responsible for different work departments, and they should be selected with these tasks given the statutes. It should be borne in mind that, in the absence of the President, the First Vice-President must preside and that in the event of the illness, resignation or death of the President, the First Vice-President shall become President for the remainder of the term, unless the rules determine how the vacancies are to be filled. In this case, the second vice-president becomes the first, and so on. It is a mistake to elect a vice-president who is not able to perform the duties of the president. This is a best practice for approving meeting minutes when the Chair accepts the request for approval of meeting minutes. To be approved, the minutes must be unanimously supported by the members of the board. Robert`s Rules outlines the six steps boards should take before making a decision.
These rules, described below, should also be used for meticulous approval. If a motion is moved, do not recognize any member and allow no one to speak until the motion is seconded and you have asked the question; or, if there is no second and no answer to your call for one second until you have announced this fact; Except in the case of a principal request, before it is supported or explained, someone stands up and says they are standing up to request a reconsideration or to call the request for reconsideration or to remove an issue from the table. In each of these cases, you must recognize the terminating member as the beneficiary.[3] If you made a mistake and gave the floor to the wrong person, or identified a request that was not admissible, correct the error as soon as you are informed. Thus, when a vote is taken, announce the result and also what question, if any, is pending before giving the floor to a member addressing the Chair. Never wait for simple routine movements to be supported when you know no one cares. [See 8.] The proceedings of a Committee of the Whole are not included in the minutes, but you must take into account that the passage to the commission took place and also include the report of the commission. If amendments or corrections to the minutes are proposed, a motion must be moved, seconded and adopted with a vote. They must indicate the exact wording of their proposal. Programme and announcements: The following points are summarised in separate paragraphs and appear at the end of the minutes: In the event of fire, riot, very serious disturbances or other major emergencies, the President has the right and duty to adjourn the meeting at another time (and, if necessary, at another place) if it is not possible to: to take a vote. or, in his opinion, dangerous to delay a vote.
Robert`s Rules of Order (also known as RONR or Robert`s Rules) were created in the 1870s as a set of parliamentary directives. The author, Henry Martyn Robert, was an American soldier who wrote the book following a poorly conducted church meeting. Its rules were originally based on U.S. Senate procedures. Today, Robert`s rules are widely used for U.S. parliamentary procedures, as well as by various types of organizations, to ensure the smooth running of meetings. If adopted, the corrections are added to the log. The last paragraph of the Minutes contains the hour of adjournment. The final element of the protocol is the signature and title of the person who created the protocol, usually the secretary.
The president may also sign if it is customary or desired by the organization. It`s always a good idea to carefully check the accuracy, spelling, and grammar of protocols before putting them into their final form. The main part of the Minutes contains the following items, with or without titles: If a Member does not agree with the proposed correction, he or she may request that the Minutes be amended by an alternative corrigendum. This motion must also be supported so that there can be a debate and a vote. After approval by the President or Executive Committee, send the minutes to the rest of the Board. In such cases, the board is usually large and so dispersed that it never holds regular meetings more than once a quarter. In the case of a national organization, it usually meets immediately prior to the annual meeting, when it hears and acts accordingly on the annual report prepared by the Executive Secretary and previously adopted by the Executive Committee. The new Bureau meets and organizes immediately after the Convention, elects an Executive Committee and an Executive Secretary if the Statutes so permit, and decides on the general policy for the year, leaving the details to the Executive Committee and the Executive Secretary. The Board rarely meets more than once or twice in addition to the meetings associated with the Annual Meeting, although special meetings are called as required in accordance with its Rules of Procedure. Before each meeting, the Secretary should draw up a work plan for the President [65], indicating in exact order what should necessarily be submitted to the Assembly. It should also have at each meeting a list of all standing and special committees existing at that time, as well as the statutes of the Organization and their minutes. Its Bureau must be close to the President and, in the absence of the President (if no Vice-President is present), when the time has come to open the meeting, it is its duty to declare it open and to preside over it until the election of a President, which should take place immediately.
It should keep a record of what has been done, indicating what has been done and not what has been said, unless it is made public, and never criticize, whether positive or not, what has been said or done. This register, usually referred to as a registry, is kept as explained in the next section. When a committee is appointed, the secretary must give the names of the committee and the documents returned to it to the chair of the committee or any other member of the committee. It should record in committee reports the date of their receipt and subsequent actions taken and keep them in the records for which it is responsible. It is not necessary to vote for a report to be “placed on file” as this should be done without a vote, except in organizations that generally do not keep any records other than their minutes and documents filed in the files. The full text of a report which the Assembly shall place in the minutes. This situation does not occur often, because a reference to a written report is usually sufficient for the record. Secondary motions that are not lost or withdrawn if necessary for reasons of clarity (examples of requests: break, time of adjournment, suspension of rules, postponement to a specific date, order of voting, etc.).