A standard format has been set (if only by precedent) for the '''Minutes ''' of meetings of The Augustan Society, Inc., including [[Board]], [[Annual Membership Meeting|Membership]], and [[Sub-Groups|Sub-Group Councils]]. Adhering to this format for both [[Agendae]] and Minutes will provide consistency, and perhaps thereby speed the flow of business.
Motions and Resolutions of the Board are given a two-part number, with the first part being the meeting number where they are introduced and the second part being a serial number assigned at the time the Minutes are prepared. Thus the fourth Motion of meeting #333 would be Motion #333-4. Note that these may differ from the Motion numbers assigned in the Agenda, as additional Motions may be introduced during the meeting. The Motion to adopt the Consent Calendar is numbered in this same series; reference may then be made to the item number as a decimal, thus the sixth item at meeting #333 might be #333-1.6. Should a motion from a previous meeting be split, letter suffixes would be used, as #222-3A and #222-3B.
The Minutes will normally include the following sections:
=Header=
'''MINUTESof the Meeting of theBoard of Directors(#000) ofThe Augustan Society, Inc.'''==Header==
With '''MINUTES of the serial number inserted. These numbers apply to Meeting of the governing body by whatever name may be used, including [[Board|Board of Directors]](#000) of The Augustan Society, [[Executive Committee]], and [[Governing Board]]Inc.'''
It will give With the timeserial number inserted. These numbers apply to the governing body by whatever name may be used, time zoneincluding [[Board|Board of Directors]], dateExecutive Committee, and location of the meetingGoverning Board.
When It will give the time, time zone, date, and location of the meeting . (Note: Eastern Time is held via teleconferencesufficient, the phrase "via teleconference" will be used. While it is prudent not necessary to include the phone number and access code in the Agenda, this data should not be retained in the Minutesspecify Daylight or Standard.)
When the meeting is held via teleconference or videoconference, the phrase "via teleconference" or "via videoconference" will be used. While it is prudent to include access information in the Agenda, this data does not need to be retained in the Minutes. ==Opening Matters==
* A call to order, showing who took the chair and the time the meeting began.
* Confirmation of Due Notice, usually stated as "given by Consulsthe [[Secretary]] or [[Assistant Secretary]]".
* Roll Call, which will list all members of the Board in order of [[Warrant of Precedence|Precedence]], with the indication if they are present, absent, or have given their proxy to another member of the Board. If absent but excused, the general category of excuse is listed in parentheses, those being health, travel, military, and communications.
* A list of others presentdue to an invitation from the Board, or members attending without invitation (as is their right).
* If uninvited persons non-members are present, a Motion to waive [[Standing Rules|Standing RuleV]] V should be adopted or the persons excused.
* A ruling of the determination of a quorum. A parenthetical note should show (00 # present or proxied; 00 # required).
* A Motion to adopt the Consent Calendar. The Consent Calendar is a tool to expedite the meeting by passing all non-controversial items in a single vote. Any member of the Board may ask that any item be removed for discussion, and those items are then moved to the end of "New Business". No vote on such removal may be taken.
* The Consent Calendar is normally presented in tabular form with three columns: Item number, Description, and Recommended Action. Typical actions might be Approved, Registered, Accepted, Recognized, Confirmed, Noted, Delisted, or "Withdrawn for Discussion" as above, but this is not an exclusive list.==Elections==
=Reports=At the Annual Board Meeting, and some other meetings, this section is added just before the Roll Call. Contents might include:
In this section are listed all Recognition of those [[Directors]] who have reached the offices and committees that owed reports end of their terms, perhaps excusing them with thanks. This should include Directors who have been reelected. All [[Elected Officers]]’ terms expire at this meetingpoint in the Annual Board Meeting.
This will often include reports from the Treasurer (When a long-serving and popular Officer or Assistant Treasurer)Director is deliberately retiring, Investment Manager (when different), heads of such standing committees as it may have be reasonable to adopt a reportResolution of Thanks or Commendation. For exceptional cases, heads the honorary title of all ad hoc committees and committees-of-the-whole unless they were directed to report later, and staff"Director Emeritas" may be voted.
The minutes of Directors are normally elected by mail ballot, and the winners announced at the [[Annual Meeting]], which must precede the Annual Board Meeting (usually Augustby definition) should include reports from all committees, standing, ad hoc, and of-. As they are elected by the-wholeMembership, no vote is needed.
Mention should be made when an expected report is not received. At Should the Annual Board Meetingelection have failed to elect enough Directors to fill all the vacancies, it the Board should also be noted which Committees lack a chairmanthen elect additional Directors.
Reports should include only information, they should not technically include Motions, which should properly be placed under "New Business". That said, given The new or re-elected Directors are then introduced and installed by the casual style generally followed, exceptions may be made if the chair so wishes(outgoing) [[Chairman]].
In prior years, it has been customary A recess to place caucus on the Consuls' Report last, but as they election of the five senior officers is then called. When these offices are now moving obvious to use of their more specific titlesall and uncontested, that appears this may be skipped. The main point of the recess is to have been discontinuedkeep any discussion out of the Minutes, and allow for a clean slate.
=Unfinished Business=The five Senior Officers are nominated and elected, normally en banc. Note that the office of [[Chairman]] does not have to be filled, and may be left vacant at the Board’s discretion.
''Note A Recess may then be called to caucus on the correct term above, this is not "Old Business"selection of Junior Officers.''
This section should include Motions made at previous meetings that were tabled (either deliberately A Motion or by being skipped for whatever reason). The numbering for these motions should normally be to elect the same as their first inclusion in previous minutes. They should be in numerical orderJunior Officers is then appropriate, thus with the oldest first[[Secretary]] listed as having nominated the [[Assistant Secretary]] and the [[Treasurer]] the [[Assistant Treasurer]] and [[Investment Manager]], if any.
At times it may seem reasonable to split If a motion when re-presenting. In such cases mail ballot was used to select the parts should retain ''[[Magister Rosae]]'' or [[Chief of the original number followed by a capital letter (thus #42 would become #42A and #42B)Order|Chief of the Order of the Augustan Eagle]], it is appropriate for the Board to confirm their election.
Each motion must be Withdrawn, Approved, Rejected, Referred to Committee, Withdrawn, or Tabled. Tabled motions may be tabled to a specific date, otherwise they return at the following regular meeting. Items ignored, skipped, or left unaddressed at adjournment are automatically tabled to the following regular meeting.==Consent Calendar==
=Elections=* A Motion to adopt the [[Consent Calendar]]. The Consent Calendar is a tool to expedite the meeting by passing all non-controversial items in a single vote. Any member of the Board (and this courtesy may be extended to others present at the chair's discretion) may ask that any item be removed for discussion, and those items are then moved to the end of “New Business”. No vote on such removal may be taken.
At the Annual Board Meeting* The Consent Calendar is normally presented in tabular form with three columns: Item number, Description, and Recommended Action. Typical actions might be Approved, Registered, Accepted, Recognized, Confirmed, Noted, Delisted, or “Withdrawn for Discussion” as above, but this section is addednot an exclusive list. Contents might include:
Recognition of those Directors who have reached the end of their terms, perhaps excusing them with thanks. This should include Directors who have been reelected. All Officers terms expire at this meeting, but that is not normally worthy worth of specific mention, except as below.==Reports==
When a long-serving In this section are listed all of the reports from [[Elected Officers]], [[Appointed Officers]], ad hoc and popular Officer or Director is deliberately retiringstanding committees, it may be reasonable to adopt a Resolution of Thanks or Commendationsub-groups, [[Study Groups]], and [[Headquarters Staff]].
Directors are elected by mail ballot, and The minutes of the winners announced at first meeting of the Annual Membership Meeting, which must precede [[Board]] following the [[Annual Board Meeting ]] (by definitionusually August)should include presentation of the [[Annual Report]] as an attachment. Thus the next item is to recognize those Directors elected At this meeting, it should also be noted which Committees lack a chairman or reelectedvice-chairman, and formally induct them. As they which chairmen are elected by the Membership, no vote is neededbeing removed for lack of report.
Should the election have failed to elect enough Directors to fill all the vacancies, an election may then Mention should be held to elect additional Directorsmade when a scheduled or requested report is not received.
A recess to caucus on the election of officersReports should include only information, the selection of Consulsthey should not technically include Motions, and confirmation of the Magister Rosae is then calledwhich should properly be placed under "New Business". When these offices are obvious to all and uncontestedThat said, this given the casual style generally followed, exceptions may be skipped. The main point of made at the recess is to keep any discussion out discretion of the Minutes, and allow for a clean slatechair.
The five Senior Officers are nominated and elected, normally en banc. Note that the office of Chairman does not have to be filled, and may be left vacant at the Board's discretion.==Sub-Group Business==
A Recess may then be called to caucus on When the selection Council of one of Junior Officers, the Consulssenior [[Sub-Groups]] is unable to muster a quorum for one of their meetings, and the confirmation of urgent items on their agenda will be decided by the ''Magister Rosae'' and such members of the Rose Council as he may have appointed[[Board]] at their next regular meeting. Such items appear here.
A Motion or motions to elect This section is rarely used as the Junior Officers cause for it is then appropriate, with the Secretary nominating the Assistant Secretary (and the Treasurer nominating the Assistant Treasurer (or treasurersshould be)rare. But history shows this to be a necessary tool to keep such groups alive at times when their Councils cannot conduct their business for whatever reason.
A Motion to authorize the President to negotiate a contract with the Consuls for the following calendar year is then appropriate.
A Motion to confirm the election of the ''Magister Rosae'' is then appropriate.==Unfinished Business==
If the ''Magister RosaeNote the correct term above, this is not “Old Business.”'' has his officers ready to appoint, they may be confirmed on a single, separate vote (or the vote split to confirm only some).
Finally, This section should include Motions made at previous meetings that were tabled (either deliberately or by being skipped for whatever reason). Motions are also created when a Motion to elect an Executive Committee discussion item is in order. This is not required, and if created may include any Augustans in good standing as members Tabled by action of the Executive CommitteeChairman or consensus. The last time one was creatednumbering for these motions should normally be the same as their first inclusion in previous minutes. They should be in numerical order, it included thus the five Senior Officers and the two Junior Officers (who were the Consuls)oldest first.
=New Business=Each motion must be Withdrawn, Approved, Rejected, Referred to Committee, or Tabled. Tabled motions may be tabled to a specific date, or until a particular event happens, otherwise they return at the following regular meeting. Per ''Robert's Rules'', items may be Tabled Indefinitely, but this isn't necessary and adds to the Secretary's burdent to track; Withdrawal is preferred. Items ignored, skipped, or left unaddressed at adjournment for whatever reason are automatically tabled to the following regular meeting.
This section should include all new Motions, beginning with those proposed in reports, or submitted by the various committees. Except as below, Motions should normally be in order by date submitted, the Assistant Secretary may group them differently to achieve a more logical flow.==New Business==
This section should include all new Motions, and only that. The first item , when it has not been done, should be approval of the [[Budget]]. It hasn't been adopted at the Annual Board Meeting yet, but there's always hope.(Note: The current "permanent budget" must be reconfirmed each year.)
The next item should be honors, such as the Balling or Metzler Award, Fellowships and promotions, and resolutions of thanks or commendation.
Motions affecting the schedule of meetings Normally, other motions are technically appropriate herelisted in chronological order as received, but are normally placed under "Closing Matters"as some my rely on others, a logical order may be imposed.
Finally, Motions pulled from the [[Consent Calendar ]] are listed in numerical order.
=Motions affecting the schedule of meetings are technically appropriate here, but are normally placed under “Closing Matters=.”
This section has long been used to remind Directors of their obligations to submit reports, recruit new members, and even to admonish those who have failed to perform as expected.==Closing Matters==
At the Annual Board Meeting, it is the prerogative This section has long been used to remind [[Directors]] of the Chairman (or President if there is no Chairman)their obligations to submit reports, recruit new members, and even to issue a call admonish those who have failed to the monthly meetings for the yearperform as required. At their discretion, The utility of this may be in the form of a Motion to be discussed and voted uponfunction is dubious.
Should At the [[Annual Board not be called to meet in each calendar monthMeeting]], the chair of the Executive Committee would then have the prerogative to issue a call motion to their meetings in each month when set the Board does not meet. At their discretion, this may be in the form schedule of a Motion to be discussed and voted upon by meetings for the Executive Committee members present. (Technically, this coming year is a recess to the Annual Board Meeting to call a Special Meeting of the Executive Committee, but that may be a bit muchappropriate.)
At meetings other than the Annual Board Meeting, Motions to amend the meeting schedule are normally placed here, though this is a non-standard approach.
A reminder of the next meeting of the [[Board]], agenda deadline, and a reminder of upcoming meetings of the next meeting [[Eagle Council]], [[Rose Council]], Rose [[Meeting in Chapter]], Sub-Committees of the Executive Board, and meetings of the Board as a Committee-of-the-Whole, if any. This will constitute notice when the minutes are published.
Adjournment, which may be in memory of or in honor of an individual or group, usually in the event of their passingor achievement of some notable anniversary. The signature, name, and title of the person taking the minutes, normally the [[Assistant Secretary]].
The signature of the person taking the minutes, normally the Assistant Secretary.
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