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:
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 needed.
Should the election have failed to elect enough Directors to fill all the vacancies, the Board may should then elect additional Directors.
The new or re-elected Directors are then introduced and installed by the (outgoing) [[Chairman]].
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.
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 determine if they will confirm his their election or not. If the Chief of the Order|Chief of the Order of the Augustan Eagle or ''Magister Rosae'' has officers ready to appoint, they may be confirmed on a single, separate vote. If any are objected to, the vote should be split to consider confirmation one at a time.
==Consent Calendar==
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]].
The minutes of the first meeting of the [[Board]] following the [[Annual Meeting]] (usually August) should include presentation of the [[Annual Report]] from all committees, standing, ad hoc, and of-the-whole 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.
Mention should be made when a scheduled or requested report is not received.
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 should normally be the same as their first inclusion in previous minutes. They should be in numerical order, thus the oldest first.
At times it may seem reasonable to split a motion when re-presenting. In such cases the parts should retain the original number followed by a capital letter (thus #300-2 would become #300-2A and #300-2B). 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 unless a motion has been secondedand 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==
==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]], a motion to set the schedule of meetings for the coming year is 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 [[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 passing or achievement of some notable anniversary.
The signature, name, and title of the person taking the minutes, normally the [[Assistant Secretary]].