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  1. Kim, That is the idea that I like
  2. Richard, thank you for the advice and feedback it is appreciated. I agree with the above posts, it doesn't make sense to do what is being asked/told of me. As I pointed out it becomes completely subjective what I would begin to write down, what one thinks is important others may not and vice versa. Many times at a meeting something is said and a member will look at me jokingly and say "don't put that in the minutes". I usually respond with "as long as it isn't in a motion I won't." At this point I will stay the course as I have, writing down what was done not what was discussed. If the assembly would like for additional notes to be submitted into the draft minutes they can do so when they are presented for approval.
  3. Joshua, Yes for the same reason that you never put dialogue into draft minutes in the first place. I appreciate you feedback.
  4. Joshua and Guest, Thank you for your feedback it is greatly appreciated. Regarding the parliamentary authority it is RONR. The Chairman is aware of what it states but doesn't agree with it is what I was told. If members submitting notes to be included in the draft minutes is the conclusion to this what is that process?
  5. As a Secretary for our Board the draft minutes have contained business that was moved on at the meeting and no discussion. It has been requested by the Chairman that I put into the draft minutes "notes" of what was discussed for each agenda item. I have stayed away from putting any "notes" in the draft minutes because it takes too much time and is subjective and I don't feel like the notes would satisfy everyone. These "notes" would also include any motion that was made on the particular agenda item, if no motion was made it would just have the notes of the discussion. The Chairman has requested this so a member who was absent at a prior meeting could know what was discussed and be kept up to date. The Chairman and I don't not agree on this. I have suggested that those who want more notes can take their own and bring them to the following meeting to look back on. He stated that won't help those who weren't at the meeting. Of course I can't help people who don't attend meetings but I want to find a common ground that will benefit the Board. He suggested that each member will take notes and submit them to me to be recorded into the draft minutes. That idea seems too labor intensive to collect members notes and type them up. I keep going back to page 468 and Chapter XV in the 11th edition to make sure I doing my duties to the best of my abilities. Can you offer any suggestions or advice?
  6. Hieu, Thank you for your reply it is greatly appreciated.
  7. Is an agenda for a special meeting necessary? If not necessary is it advised? I am wondering this because the business being brought up is issued in the call. If the President/Chairman says that the call should state that there will be "discussion" on an item/topic does that allow for a member to move on business at the meeting? Or is only discussion allowed? Thank you in advance.
  8. Bruce thank you for pointing that out and answering the other questions, it is greatly appreciated.
  9. When the call goes out for a special meeting does the secretary's name and title go at the bottom or would it be the chairman's name and title? Or is it not necessary to do either? I know the president/chairman directs the secretary to send the notice but I am unsure if either needs to be listed on the call. At the special meeting do you need to list the secretary's report on the agenda in order to approve the previous meetings draft minutes? Or can they be approved without being listed? I know only the business specified in the call can be transacted, I just want to make sure I have everything in order. Thank you.
  10. Great advice, truly appreciated! The members of this forum are a fantastic resource.
  11. Gary, Thank you for your response. So is it best for the regular meetings to have dates specified in the bylaws? If bylaws allow for a called meeting (special meeting) then it should indicate who can call that meeting, correct?
  12. The first section of the article on meetings should fix the day on which regular meetings of the society are to be held—as by specifying, for example, "the first Friday of each month." If the words "unless otherwise ordered by the Society [or "Executive Board"]" are added, the date can be changed in an unusual circumstance, but only for that single meeting on that particular occasion, and not for a period of time including several meetings. To change the general rule fixing the time for meetings would require amendment of the bylaws. The hour and place at which meetings are to be held should not be specified in the bylaws, but should be established by a standing rule (2) adopted by the society or, if it is empowered to do so, by the executive board. We are deciding if our bylaws should indicate when our Board of Trustees and Church Council meet. For me it seems that it should specify at least the date such as "second Thursday of each month" similar to the example given above would be best. Personally, I think having this makes it easier to find people willing to be nominated for a position because they can see in general if it fits in their schedule. I thought I had read before if the date isn't specified at a minimum it should state who can call the meeting but I am unable to find this.
  13. George, They were great. It took no time for them to provide the link, very fast.
  14. jstackpo, Yes it came from the same place. I have a Surface Pro 4 so it doesn't have a CD Drive. I reached out to American Legal and they graciously provided a download link for me to use. I do also have the paperback as well as In Brief and one other laminated pamphlet but it is much easier to have it all on my pc than to always carry the books with me. I do find reading it from the book to be easier though. I am sure I will really like the software once I get used to it and the features.
  15. Daniel, Yes that is correct. Our current bylaws currently call those "Special Meetings" in which we have two kinds, "Special Meetings" held quarterly which are commonly referred to as "Quarterly Meetings" and a "Special Meetings" called for a specific purpose. I have been advocating to have the name changed to Quarterly Meeting and Annual Meeting, leaving Special Meetings for just that, Special Meetings. Here is the actual Bylaw. SECTION 2. Business Meetings of the Congregation: 1. The General Business Meeting of the Congregation has the highest authority to make decisions as to the governance of the Congregation. There shall be two kinds of General Business Meetings: namely, the Annual Meeting and Special Meetings. 2. The Annual Meeting shall be held in the fourth week of January, at which time the following items of business shall be transacted: a. Each confessing member shall receive and be prepared to discuss written reports from the Pastor, Secretary, Treasurer, Auditors, and heads of each of the other departments and committees. b. Adopt a budget for the coming year. c. Adopt plans and recommendations regarding spiritual and material developments in the Congregation. d. Elect and appoint the necessary officers and committees for the coming year. 3. Special Meetings shall be held quarterly, with the date for each being set at the previous business meeting. Any other special meetings may be held when the Board of Elders deems it necessary or when desired by two-thirds of the confessing membership. All meetings shall be announced at least one Sunday prior to their occurrence. 4. A quorum shall be forty percent (40%) of the active resident (currently living in area) confessing members of voting age under discipline of the Congregation. There shall be no absentee or proxy voting. All confessing members of this congregation, who have reached legal voting age of eighteen (18) years, shall have the right to vote and to be elected. Except for Elder and Pastor, those candidates receiving the most votes shall be elected. The Membership and Parishioner Roster shall be available for inspection at any meeting of the Congregation. 5. All meetings of the church shall be conducted according to Robert's Rules of Order. 6. Order of business at business meetings of the Congregation. The Order of Business for the Annual Meeting shall be: 1. The Chairman calling the meeting to order. 2. The Secretary declaring whether there is or is not a quorum for the Congregation to take action at the meeting. 3. The reading/waiving of the minutes of the then previous Congregational meeting. 4. The report of the Pastor concerning the spiritual condition of the Congregation and ministerial acts performed. 5. The report of the Board of Elders. 6. The report of the Board of Trustees, including the financial report of the Treasurer. 7. The reports of church ministries, including the Sunday School, Youth, Women’s, and others. 8. Unfinished business. 9. The election of officers. 10. New business including the consideration of the admittance of new confessing members.