Changes

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-groupsGroups|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.

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.)

* Confirmation of Due NoticeA call to order, usually stated as "given by Consuls"showing who took the chair and the time the meeting began.

* Roll CallConfirmation of Due Notice, which will list all members of usually stated as "given by the Board in order of [[PrecedenceSecretary]], with the indication if they are present, absent, or have proxied to another member of the Board[[Assistant Secretary]]".

* A Roll Call, which will list all members of others 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.

* If uninvited persons are A list of others present, a Motion due to waive Standing Rule V should be adopted or an invitation from the persons excusedBoard, or members attending without invitation (as is their right).

* A ruling of the determination of If uninvited non-members are present, a quorum. A parenthetical note Motion to waive [[Standing Rules|Standing Rule V]] should show (00 present be adopted or proxied; 00 required)the persons excused.

* 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 ruling of the Board may ask that any item be removed for discussion, and those items are then moved to the end determination of "New Business"a quorum. No vote on such removal may be takenA parenthetical note should show (# present or proxied; # required).

=Reports=Elections==

In this section are listed all of At the offices Annual Board Meeting, and committees that owed reports at some other meetings, this meetingsection is added just before the Roll Call.Contents might include:

Recognition of those [[Directors]] who have reached the end of their terms, perhaps excusing them with thanks. This will often should include reports from the Treasurer (or Assistant Treasurer), Investment Manager (when different), heads of such standing committees as may Directors who have a report, heads of all ad hoc committees and committees-of-been reelected. All [[Elected Officers]]’ terms expire at this point in the-whole unless they were directed to report later, and staffAnnual Board Meeting.

The minutes When a long-serving and popular Officer or Director is deliberately retiring, it may be reasonable to adopt a Resolution of Thanks or Commendation. For exceptional cases, the Annual Board Meeting (usually August) should include reports from all committees, standing, ad hoc, and honorary title of-the-whole"Director Emeritas" may be voted.

Mention should be made when an expected report is not received. At Directors are normally elected by mail ballot, and the winners announced at the [[Annual Board Meeting]], it should also be noted which Committees lack a chairmanmust precede the Annual Board Meeting (by definition). As they are elected by the Membership, no vote is needed.

Reports should include only information, they should not technically include Motions, which should properly be placed under "New Business". That said, given Should the casual style generally followedelection have failed to elect enough Directors to fill all the vacancies, exceptions may be made if the chair so wishesBoard should then elect additional Directors.

In prior years, it has been customary to place the Consuls' Report last, but as they The new or re-elected Directors are now moving to use of their more specific titles, that appears to have been discontinuedthen introduced and installed by the (outgoing) [[Chairman]].

''The five Senior Officers are nominated and elected, normally en banc. Note that the correct term above, this is office of [[Chairman]] does not "Old Business"have to be filled, and may be left vacant at the Board’s discretion.''

This section should include Motions made at previous meetings that were tabled (either deliberately or by being skipped for whatever reason). The numbering for these motions should normally A Recess may then be called to caucus on the same as their first inclusion in previous minutes. They should be in numerical order, thus the oldest firstselection of Junior Officers.

At times it may seem reasonable A Motion or motions to split a motion when re-presenting. In such cases elect the parts should retain Junior Officers is then appropriate, with the original number followed by a capital letter (thus #42 would become #42A [[Secretary]] listed as having nominated the [[Assistant Secretary]] and the [[Treasurer]] the [[Assistant Treasurer]] and #42B)[[Investment Manager]], if any.

Each motion must be Withdrawn, Approved, Rejected, Referred If a mail ballot was used to Committee, Withdrawn, select the ''[[Magister Rosae]]'' or Tabled. Tabled motions may be tabled to a specific date[[Chief of the Order|Chief of the Order of the Augustan Eagle]], otherwise they return at it is appropriate for the following regular meeting. Items ignored, skipped, or left unaddressed at adjournment are automatically tabled Board to the following regular meetingconfirm their election.

=Elections=Consent Calendar==

At * 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 Annual Board Meeting, (and this section is addedcourtesy 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. Contents might include:

Recognition of those Directors who have reached the end of their terms, perhaps excusing them * The Consent Calendar is normally presented in tabular form with thanksthree columns: Item number, Description, and Recommended Action. This should include Directors who have been reelected. All Officers terms expire at this meetingTypical actions might be Approved, Registered, Accepted, Recognized, Confirmed, Noted, Delisted, or “Withdrawn for Discussion” as above, but that this is not normally worthy worth of specific mention, except as belowan exclusive list.

Directors In this section are elected by mail ballotlisted all of the reports from [[Elected Officers]], [[Appointed Officers]], ad hoc and the winners announced at the Annual Membership Meetingstanding committees, which must precede the Annual Board Meeting (by definition). Thus the next item is to recognize those Directors elected or reelectedsub-groups, [[Study Groups]], and formally induct them. As they are elected by the Membership, no vote is needed[[Headquarters Staff]].

Should The minutes of the election have failed to elect enough Directors to fill all first meeting of the vacancies, [[Board]] following the [[Annual Meeting]] (usually August) should include presentation of the [[Annual Report]] as an election may then attachment. At this meeting, it should also be held to elect additional Directorsnoted which Committees lack a chairman or vice-chairman, and which chairmen are being removed for lack of report.

A recess to caucus on the election of officers, the selection of Consuls, and confirmation of the Magister Rosae is then called. When these offices are obvious to all and uncontested, this may Mention should be skipped. The main point of the recess made when a scheduled or requested report is to keep any discussion out of the Minutes, and allow for a clean slatenot received.

The five Senior Officers are nominated and electedReports should include only information, normally en banc. Note that the office of Chairman does they should not have to technically include Motions, which should properly be filledplaced under "New Business". That said, and given the casual style generally followed, exceptions may be left vacant made at the Board's discretionof the chair.

A Motion or motions to elect When the Junior Officers Council of one of the senior [[Sub-Groups]] is then appropriateunable to muster a quorum for one of their meetings, with the Secretary nominating the Assistant Secretary and the Treasurer nominating urgent items on their agenda will be decided by the Assistant Treasurer (or treasurers)[[Board]] at their next regular meeting. Such items appear here.

A Motion to authorize This section is rarely used as the President cause for it is (and should be) rare. But history shows this to negotiate be a contract with the Consuls necessary tool to keep such groups alive at times when their Councils cannot conduct their business for the following calendar year is then appropriatewhatever reason.

Finally''Note the correct term above, a Motion to elect an Executive Committee is in order. This this is not required, and if created may include any Augustans in good standing as members of the Executive Committee. The last time one was created, it included the five Senior Officers and the two Junior Officers (who were the Consuls)“Old Business.”''

This section should include all new MotionsEach motion must be Withdrawn, beginning with those proposed in reportsApproved, Rejected, Referred to Committee, or submitted by Tabled. Tabled motions may be tabled to a specific date, or until a particular event happens, otherwise they return at the various committeesfollowing regular meeting. Except as belowPer ''Robert's Rules'', Motions should normally items may be in order by date submittedTabled Indefinitely, but this isn't necessary and adds to the Assistant Secretary may group them differently 's burdent to achieve a more logical flowtrack; 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.)

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=.”

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]].