Agendas and Minutes
description
Transcript of Agendas and Minutes
![Page 1: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/1.jpg)
Agendas and Minutes
![Page 2: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/2.jpg)
Agenda
![Page 3: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/3.jpg)
Sets the expectations for members.◦ Items of business that will be addressed.◦ The order in which they will be considered.
Purpose of the Agenda
![Page 4: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/4.jpg)
Presiding officer (president), or designee, is responsible for developing the agenda and announcing the meeting.
Who Sets the Agenda?
![Page 5: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/5.jpg)
Left to discretion of each committee chair. Chair and secretary develop agenda jointly. Secretary with input from individual
members. Topics generated at end of each meeting.
Who Sets the Agenda?(Alternatives for Committees)
![Page 6: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/6.jpg)
No matter what approach is taken…◦ Executive board should adopt rules that specify
procedures for individual members to contribute items to the agenda of an upcoming meeting.
◦ Members can order that items be placed on the agenda of a specific future meeting.
Accessing the Agenda
![Page 7: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/7.jpg)
Call to order Roll call (establish a quorum) Approval of agenda Approval of Minutes Public Forum Officer’s Reports Advisor’s Report Unfinished business New business Announcements Adjourn
Elements and Sequence
![Page 8: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/8.jpg)
Call to order Roll call
◦ Confirm quorum◦ Quorum: the number of members of a group or
organization required to be present to transact business legally, usually a majority.
◦ Majority: 50+1◦ If Quorom is not met: Robert's Rules provides that
"in the absence of a quorum, any business transacted is null and void."
Elements and Sequence (continued)
![Page 9: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/9.jpg)
Approval of the agenda◦ Simply means we agree to take up the items and
address them in the order presented.◦ Not an opportunity to review the items and add
new ones. Approval of Minutes The members of the group agree that the written
minutes reflect what happened at the meeting. If there are significant errors or omissions then the minutes will be redrafted and submitted again at a later date. Minor changes may be made immediately.
Elements and Sequence (continued)
![Page 10: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/10.jpg)
Reports
◦ This is where the executive board and advisor report on what they have been working on and any announcements.
Elements and Sequence (continued)
![Page 11: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/11.jpg)
Unfinished business◦ Subject matter brought up at a previous meeting,
but needs further discussion or action. Items tabled, postponed, referred to a committee Items that will overturn or renew an action previously
decided.
Elements and Sequence (continued)
![Page 12: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/12.jpg)
New business◦ Not an opportunity to address items not on the
agenda. Simply a category that includes subject matter that the body has not taken up at a previous meeting.
Elements and Sequence (continued)
![Page 13: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/13.jpg)
Adjourn: End meeting
Elements and Sequence (continued)
![Page 14: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/14.jpg)
24 hours Date, time, place, and subject matter. Official newspaper, public, and other media. May not change agenda after it has been
posted.
Notice Requirements
![Page 15: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/15.jpg)
Minutes
![Page 16: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/16.jpg)
The official record of the actions of the governing body.◦ Accurate record that a meeting was held.◦ Captures the substance of the official action taken
by the body.
Purpose of the Minutes
![Page 17: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/17.jpg)
Legal requirement– “Substance” of actions taken.
What to Record
![Page 18: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/18.jpg)
“Substance”—an intelligible abstract or synopsis of the essential elements of the official action taken by a local governing body, including the subject matter of a motion, the persons making and seconding the motion and the roll call vote on the motion. { 985.01(6) }
What to Include...
![Page 19: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/19.jpg)
Kind of meeting. Name of the organization. Date, time, and place of the meeting. Name of the presiding officer and the
secretary, or their substitutes. Members present and establishment of a
quorum.
RONR Recommendations
![Page 20: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/20.jpg)
Action on the minutes of the previous meeting.
Exact wording of each motion, the name of the maker, and whether it passed or failed.
Points of order and appeals. For reports, the name of the committee and
the reporting member. The hour of adjournment.
RONR Recommendations (continued)
![Page 21: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/21.jpg)
Opinion or interpretation of the secretary. Judgmental phrases—”members expressed
total confidence”, “lengthy report.” Discussion. Motions that were withdrawn. Detailed reports.
What Not to Include, According to RONR
![Page 22: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/22.jpg)
Minutes should focus on what the body did, not on what was said.
What was:◦ Announced◦ Reported◦ Discussed◦ Ordered◦ Commitments made◦ Decisions made
Core Concept
![Page 23: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/23.jpg)
Simply record that the body received the report, who gave the report, and the subject matter.
Written reports can be kept on file. Body should not vote to accept or approve
the report.
Reports and Announcements
![Page 24: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/24.jpg)
If a decision is made by unanimous consent, the minutes should reflect it.
Show the distribution of counted votes (“Motion carried, 5-2”).
Roll call vote – indicate how each person voted.
Voice vote – indicate outcome and that voice vote was taken (Motion carried, voice vote).
Recommendations for Recording Formal Decisions
![Page 25: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/25.jpg)
Better to record “without negative vote” rather than unanimous—unless you know.
Must, in local government, record person seconding (not in RONR). [ 985.01(6) ]
As a recorder, make sure you get the wording down before the vote is taken.
Recommendations for Recording Formal Decisions
![Page 26: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/26.jpg)
At the subsequent meeting of the body. Preferably, signed by presiding officer.
Approval of Minutes
![Page 27: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/27.jpg)
Minutes of Meeting B should show what corrections were ordered in the minutes of Meeting A.
The original minutes of Meeting A should be corrected so that the error remains apparent.
Retain original version in the minute book. Corrections may be made at any time.
Correcting Minutes
![Page 28: Agendas and Minutes](https://reader035.fdocuments.us/reader035/viewer/2022062222/568162a3550346895dd31f69/html5/thumbnails/28.jpg)
Yes. You may interrupt, if necessary. Encourage the use of written reports that
are kept on file. Record the arrival and departure of
members during the meeting.
Other Issues