Changes

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.

* A list of others presentdue to an invitation from the Board, or members attending without invitation (as is their right).

In this section are listed all Recognition of the reports from those [[Elected OfficersDirectors]]who have reached the end of their terms, perhaps excusing them with thanks. This should include Directors who have been reelected. All [[Appointed Elected Officers]], ad hoc and standing committees, sub-groups, [[Study Groups]], and [[Headquarters Staff]]’ terms expire at this point in the Annual Board Meeting.

The minutes of the first meeting of the [[Board]] following the [[Annual Meeting]] (usually August) should include the [[Annual Report]] from all committees, standing, ad hoc, When a long-serving and of-the-whole as an attachment. At this meetingpopular Officer or Director is deliberately retiring, it should also may be noted which Committees lack reasonable to adopt a chairman Resolution of Thanks or vice-chairmanCommendation. For exceptional cases, and which chairmen are being removed for lack the honorary title of report"Director Emeritas" may be voted.

Mention should be made when a scheduled or requested report Directors are normally elected by mail ballot, and the winners announced at the [[Annual Meeting]], which must precede the Annual Board Meeting (by definition). As they are elected by the Membership, no vote is not receivedneeded.

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.

==SubThe new or re-Group Business==elected Directors are then introduced and installed by the (outgoing) [[Chairman]].

When A recess to caucus on the Council of one election of the five senior [[Sub-Groups]] officers is unable then called. When these offices are obvious to muster a quorum for one of their meetingsall and uncontested, the urgent items on their agenda will this may be decided by the [[Board]] at their next regular meetingskipped. Such items appear hereThe main point of the recess is to keep any discussion out of the Minutes, and allow for a clean slate.

This section is rarely used as the cause for it is (The five Senior Officers are nominated and should be) rareelected, normally en banc. But history shows this Note that the office of [[Chairman]] does not have to be a necessary tool to keep such groups alive filled, and may be left vacant at times when their Councils cannot conduct their business for whatever reasonthe Board’s discretion.

If a mail ballot was used to select the ''Note [[Magister Rosae]]'' or [[Chief of the correct term aboveOrder|Chief of the Order of the Augustan Eagle]], this it is not "Old Business"appropriate for the Board to confirm their election.''

At times it may seem reasonable * A Motion to split a motion when re-presentingadopt the [[Consent Calendar]]. In such cases the parts should retain The Consent Calendar is a tool to expedite the original number followed meeting by passing all non-controversial items in a capital letter single vote. Any member of the Board (thus #300-2 would become #300-2A and #300-2Bthis 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.

Each motion must * The Consent Calendar is normally presented in tabular form with three columns: Item number, Description, and Recommended Action. Typical actions might be Withdrawn, Approved, RejectedRegistered, Referred to CommitteeAccepted, or Tabled. Tabled motions may be tabled to a specific dateRecognized, otherwise they return at the following regular meeting. Per ''Robert's Rules''Confirmed, items may be Tabled IndefinitelyNoted, but this isn't necessary unless a motion has been seconded. Items ignored, skippedDelisted, or left unaddressed at adjournment “Withdrawn for whatever reason are automatically tabled to the following regular meetingDiscussion” as above, but this is not an exclusive list.

At The minutes of the Annual first meeting of the [[Board ]] following the [[Annual Meeting]] (usually August) should include presentation of the [[Annual Report]] as an attachment. At this meeting, and some other meetingsit should also be noted which Committees lack a chairman or vice-chairman, this section is addedand which chairmen are being removed for lack of report. Contents might include:

Recognition of those [[Directors]] who have reached the end of their terms, perhaps excusing them with thanks. This Mention should include Directors who have been reelected. All [[Elected Officers]]' terms expire at the annual meeting, but that be made when a scheduled or requested report is not normally worthy worth of specific mention, except as belowreceived.

When a long-serving and popular Officer or Director is deliberately retiringReports should include only information, it they should not technically include Motions, which should properly be placed under "New Business". That said, given the casual style generally followed, exceptions may be reasonable to adopt a Resolution made at the discretion of Thanks or Commendationthe chair.

Should When the election have failed to elect enough Directors to fill all Council of one of the vacanciessenior [[Sub-Groups]] is unable to muster a quorum for one of their meetings, the urgent items on their agenda will be decided by the [[Board may then elect additional Directors]] at their next regular meeting. Such items appear here.

New or re-elected Directors are then introduced This section is rarely used as the cause for it is (and installedshould 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 Recess may then be called to caucus on ''Note the selection of Junior Officerscorrect term above, this is not “Old Business.”''

A Motion 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 Chairman or consensus. The numbering for these motions to elect should normally be the Junior Officers is then appropriate, with the [[Secretary]] listed same as having nominated the [[Assistant Secretary]] and the [[Treasurer]] the [[Assistant Treasurer]] and [[Investment Manager]], if anytheir first inclusion in previous minutes. If a mail ballot was used to select the ''[[Magister Rosae]]''They should be in numerical order, it is appropriate for thus the Board to determine if they will confirm his election or notoldest first.

If the [[Chief of the Order]] of the Augustan Eagle 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 ''Magister RosaeRobert's Rules'' has officers ready to appoint, they items may be confirmed on a singleTabled Indefinitely, separate vote. If any are objected but this isn't necessary and adds to, the vote should be split Secretary's burdent to consider confirmation one track; Withdrawal is preferred. Items ignored, skipped, or left unaddressed at a timeadjournment for whatever reason are automatically tabled to the following regular meeting.

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 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 required. The utility of this function is questionabledubious.

At the [[Annual Board Meeting]], it is appropriate a motion to set the schedule of meetings for the coming yearis appropriate.

A reminder of the next meeting of the [[Board]], agenda deadline, and of upcoming meetings of the [[Eagle Council]], [[Rose Council]], 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.