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 (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 (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==
At the Annual Board Meeting, and some other meetings, this section is added just before the Roll Call. Contents might include:
==Reports==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 [[Elected Officers]]’ terms expire at this point in the Annual Board Meeting.
In this section are listed all 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 offices and committees that owed reports at this meetinghonorary title of "Director Emeritas" may be voted.
This will often include reports from Directors are normally elected by mail ballot, and the Treasurer (or Assistant Treasurer)winners announced at the [[Annual Meeting]], Investment Manager which must precede the Annual Board Meeting (when differentby definition), heads of such standing committees as may have a report, heads of all ad hoc committees and committees-of-. As they are elected by the-whole unless they were directed to report laterMembership, and staffno vote is needed.
The minutes of Should the Annual Board Meeting (usually August) should include reports from election have failed to elect enough Directors to fill all committeesthe vacancies, standing, ad hoc, and of-the-wholeBoard should then elect additional Directors.
Mention should be made when an expected report is not received. At The new or re-elected Directors are then introduced and installed by the Annual Board Meeting, it should also be noted which Committees lack a chairman(outgoing) [[Chairman]].
Reports should include only information, they should not technically include Motions, which should properly be placed under "New Business"A recess to caucus on the election of the five senior officers is then called. That saidWhen these offices are obvious to all and uncontested, given the casual style generally followed, exceptions this may be made if skipped. The main point of the chair so wishesrecess is to keep any discussion out of the Minutes, and allow for a clean slate.
In prior yearsThe five Senior Officers are nominated and elected, it has been customary to place normally en banc. Note that the Consuls' Report last, but as they are now moving office of [[Chairman]] does not have to use of their more specific titlesbe filled, that appears to have been discontinuedand may be left vacant at the Board’s discretion.
A Recess may then be called to caucus on the selection of Junior Officers.
==Sub-Group Business==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.
When If a mail ballot was used to select the Council of one of the senior ''[[Sub-GroupsMagister Rosae]] is unable to muster a quorum for one '' or [[Chief of their meetings, the urgent items on their agenda will be decided by Order|Chief of the [[BoardOrder of the Augustan Eagle]] at , it is appropriate for the Board to confirm their next regular meeting. Such items appear hereelection.
This section is rarely used as the cause for it is (and should be) rare. But history shows this to be a necessary tool to keep such groups alive at times when their Council cannot conduct their business for whatever reason.==Consent Calendar==
* 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.
==Unfinished Business==* 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.
''Note the correct term above, this is not "Old Business".''==Reports==
This In 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 be are listed all of the same as their first inclusion in previous minutes. They should be in numerical orderreports from [[Elected Officers]], thus the oldest first[[Appointed Officers]], ad hoc and standing committees, sub-groups, [[Study Groups]], and [[Headquarters Staff]].
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 times this meeting, it may seem reasonable to split a motion when re-presenting. In such cases the parts should retain the original number followed by also be noted which Committees lack a capital letter (thus #300chairman or vice-2 would become #300-2A chairman, and #300-2B)which chairmen are being removed for lack of report.
Each motion must Mention should 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 made when a motion has been seconded. Items ignored, skipped, scheduled or left unaddressed at adjournment for whatever reason are automatically tabled to the following regular meetingrequested report is not received.
Reports should include only information, 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 made at the discretion of the chair.
==ElectionsSub-Group Business==
At When the Annual Board Meeting, and some other Council of one of the senior [[Sub-Groups]] is unable to muster a quorum for one of their meetings, this section is addedthe urgent items on their agenda will be decided by the [[Board]] at their next regular meeting. Such items appear here. Contents might include:
Recognition of those [[Directors]] who have reached the end of their terms, perhaps excusing them with thanks. This section is rarely used as the cause for it is (and should include Directors who have been reelectedbe) rare. All [[Elected Officers]]' terms expire But history shows this to be a necessary tool to keep such groups alive at the annual meeting, but that is not normally worthy worth of specific mention, except as belowtimes when their Councils cannot conduct their business for whatever reason.
When a long-serving and popular Officer or Director is deliberately retiring, it may be reasonable to adopt a Resolution of Thanks or Commendation.
Directors are elected by mail ballot, and the winners announced at the [[Annual Meeting]], which must precede the Annual Board Meeting (by definition). Thus the next item is to recognize those Directors elected or reelected, and formally induct them. As they are elected by the Membership, no vote is needed. Should the election have failed to elect enough Directors to fill all the vacancies, the Board may then elect additional Directors. 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]].