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:
It will give the time, time zone, date, and location of the meeting. (Note: Eastern Time is sufficient, it is not necessary to specify Daylight or Standard.)
When the meeting is held via teleconferenceor videoconference, the phrase "via teleconference" or "via videoconference" will be used. While it is prudent to include the phone number and access code information in the Agenda, this data should 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 the [[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 non-members are present, a Motion to waive [[Standing Rules|Standing Rule V]] should be adopted or the persons excused.
* A ruling of the determination of a quorum. A parenthetical note should show (# present or proxied; # 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 (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.
* 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 [[Board Annual Meeting]] , which must precede the Annual Board Meeting (usually Augustby definition) should include . As they are elected by the [[Annual Reports]] from all committeesMembership, standing, ad hoc, and of-the-wholeno 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]].
==Sub-Group Business==A recess to caucus on the election of the five senior officers is then called. When these offices are obvious to all and uncontested, this may be skipped. The main point of the recess is to keep any discussion out of the Minutes, and allow for a clean slate.
When The five Senior Officers are nominated and elected, normally en banc. Note that the Council office of one of the senior [[Sub-GroupsChairman]] is unable does not have to muster a quorum for one of their meetingsbe filled, the urgent items on their agenda will and may be decided by left vacant at the [[Board]] at their next regular meeting. Such items appear here’s discretion.
This section is rarely used as the cause for it is (and should A Recess may then be) rare. But history shows this called to be a necessary tool to keep such groups alive at times when their Council cannot conduct their business for whatever reasoncaucus on the selection of Junior Officers.
A Motion or motions to elect the Junior Officers is then appropriate, with the [[Secretary]] listed as having nominated the [[Assistant Secretary]] and the [[Treasurer]] the [[Assistant Treasurer]] and [[Investment Manager]], if any.
==Unfinished Business==If a mail ballot was used to select the ''[[Magister Rosae]]'' or [[Chief of the Order|Chief of the Order of the Augustan Eagle]], it is appropriate for the Board to confirm their election.
''Note the correct term above, this is not "Old Business".''==Consent Calendar==
This section should include Motions made at previous meetings that were tabled (either deliberately or by being skipped for whatever reason)* A Motion to adopt the [[Consent Calendar]]. The numbering for these motions should normally be Consent Calendar is a tool to expedite the same as their first inclusion meeting by passing all non-controversial items in previous minutesa single vote. They should Any member of the Board (and this courtesy may be in numerical orderextended to others present at the chair's discretion) may ask that any item be removed for discussion, thus and those items are then moved to the oldest firstend of “New Business”. No vote on such removal may be taken.
At times it may seem reasonable to split a motion when re-presenting. In such cases the parts should retain the original * The Consent Calendar is normally presented in tabular form with three columns: Item number followed by a capital letter (thus #300-2 would become #300-2A , Description, and #300-2B)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.
Each motion must be Withdrawn, Approved, Rejected, Referred to Committee, or Tabled. Tabled motions may be tabled to a specific date, otherwise they return at the following regular meeting. Per ''Robert's Rules'', items may be Tabled Indefinitely, but this isn't necessary unless a motion has been seconded. Items ignored, skipped, or left unaddressed at adjournment for whatever reason are automatically tabled to the following regular meeting.==Reports==
In this section are listed all of the reports from [[Elected Officers]], [[Appointed Officers]], ad hoc and standing committees, sub-groups, [[Study Groups]], and [[Headquarters Staff]].
==Elections==The minutes of the first meeting of the [[Board]] following the [[Annual Meeting]] (usually August) should include presentation of the [[Annual Report]] as an attachment. At this meeting, it should also be noted which Committees lack a chairman or vice-chairman, and which chairmen are being removed for lack of report.
At the Annual Board Meeting, and some other meetings, this section Mention should be made when a scheduled or requested report is addednot received. Contents might include:
Recognition of those [[Directors]] who have reached the end of their termsReports should include only information, perhaps excusing them with thanks. This they should not technically include Directors who have been reelectedMotions, which should properly be placed under "New Business". All [[Elected Officers]]' terms expire at That said, given the annual meetingcasual style generally followed, but that is not normally worthy worth exceptions may be made at the discretion of specific mention, except as belowthe chair.
When a long==Sub-serving and popular Officer or Director is deliberately retiring, it may be reasonable to adopt a Resolution of Thanks or Commendation.Group Business==
Directors are elected by mail ballot, and When the winners announced at Council of one of the senior [[Annual MeetingSub-Groups]]is unable to muster a quorum for one of their meetings, which must precede the Annual Board Meeting (urgent items on their agenda will be decided by definition). Thus the [[Board]] at their next item is to recognize those Directors elected or reelected, and formally induct themregular meeting. As they are elected by the Membership, no vote is neededSuch items appear here.
Should This section is rarely used as the election have failed cause for it is (and should be) rare. But history shows this to elect enough Directors be a necessary tool to fill all the vacancies, the Board may then elect additional Directorskeep such groups alive at times when their Councils cannot conduct their business for whatever reason.
A recess to caucus on the election of the five senior officers is then called. When these offices are obvious to all and uncontested, this may be skipped. The main point of the recess is to keep any discussion out of the Minutes, and allow for a clean slate.
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. A Recess may then be called to caucus on the selection of Junior Officers. A Motion or motions to elect the Junior Officers is then appropriate, with the [[Secretary]] listed as having nominated the [[Assistant Secretary]] and the [[Treasurer]] the [[Assistant Treasurer]] and [[Investment Manager]]. A Motion to direct the [[President]] to negotiate a contract for [[Headquarters]] rent for the following calendar year is then appropriate. Terms desired may be discussed at this time, but if there is any dissension, it would be wise to recess to Executive Session to hash things out.==Unfinished Business==
If a mail ballot was used to select the ''[[Magister Rosae]]'' for Note the yearcorrect term above, it this is appropriate for the Board to determine if they will confirm his election or not“Old Business.”''
If the [[Chief 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 discussion item is Tabled by action of the Order]] of the Augustan Eagle Chairman or ''Magister Rosae'' has officers ready to appoint, they may be confirmed on a single, separate voteconsensus. If any are objected to, The numbering for these motions should normally be the vote same as their first inclusion in previous minutes. They should be split to consider confirmation one at a timein numerical order, thus the oldest first.
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.
==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.
Normally, other motions are listed in chronological order as received, but as some my rely on others, a logical order may be imposed by the [[Assistant Secretary]].
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".”
==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 expectedrequired. The utility of this function is dubious.
At the [[Annual Board Meeting]], it is necessary a motion to set the schedule of meetings for the coming yearis appropriate.
At meetings other than the Annual Board Meeting, Motions to amend the meeting schedule are normally placed here.
A reminder of the next meeting of the [[Board]], agenda deadline, and of upcoming meetings of the [[Order of the Augustan EagleCouncil]] or , [[Noble Company of the RoseCouncil]], Rose [[Meeting in Chapter]], Sub-Committees of the 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]].