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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?

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?

Hieu, Thank you for your reply it is greatly appreciated.

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.

Bruce thank you for pointing that out and answering the other questions, it is greatly appreciated.

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.

Great advice, truly appreciated! The members of this forum are a fantastic resource.

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?

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.

George, They were great. It took no time for them to provide the link, very fast.

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.

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.

Thank you all for your input. Here is what I have changed it to so far, probably not the finished product but close. I then submit this to a member and he discusses it with the lawyer who drafted the original revisions. 6. Order of business at business meetings of the Congregation. The Order of Business for the Annual Meeting shall be: 1) Reading and Approval of Minutes 2) Reports of the Pastor concerning the spiritual condition of the Congregation and ministerial acts performed. 3) Report of the Board of Elders 4) Report of the Board of Trustees, including the financial report of the Treasurer. 5) Report of church ministries, including Sunday School, Youth, Women's and others. 6) Unfinished Business and General Orders 7) Election of Officers 8) New Business Greg, thank you for mentioning opening and closing with prayer. I saw that when reading and am going to recommend that as well. "The call to order may be immediately followed by religious or patriotic exercises or other opening ceremonies." I just purchased the downloaded version for my PC and am unable to see page numbers to reference, once I get to know the program better I will be able to reference as well.

It is being proposed to ad a "Order of Business" to our bylaws for our Annual Meeting. Listed below is that proposal from the lawyer. Would it not be better to have line 2 go before line 1? That is my understand from what I read from RONR. Any other input is appreciated. Call to Order; Order of Business When the time of a meeting has arrived, the presiding officer opens it, after he has determined that a quorum is present, by calling the meeting to 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.

Thank you all for your feedback and input it is greatly appreciated!

Shmuel, Thank you for the reply and input it is greatly appreciated. I do believe I said the same thing at the outset of this discussion. My only remaining question remaining was the length of term for the newly elected candidate (who is most likely going to the the appointee). It looks as if you are saying that the newly elected would have a three year term. Or not. I am confused now

Josh, I see that now as well. So the remaining question would be, if that appointee is nominated and elected would they finish the resigned Trustee's term? Or do they begin a three year term? I do understand that it is up to our organization to interpret what it says. I really do appreciate input from the members on this forum because it helps shed light on potential issues and helps arrive to a solution.

Kim, So to clear my confusion from your reply are you saying you believe it to mean that the appointee if placed on the ballot at the Annual Meeting would serve a three year term?

Clurichan, Now your thinking like me I am sure whether the vacancy is created by resignation, death or moving the same method for appointment would apply. We are in the process of Constitution and By-Law "revision" and that is in my notes to bring up.

Richard, Thank you for your insight it is appreciated. Yes 1/3rd of the Trustees are to be elected each year. ("As many trustees as are considered necessary shall be elected for a term of three years, with one third of them being elected each year.") We currently have a 9 member Trustee Board with three up for re-election. A fourth member (myself) is resigning to be nominated for Secretary, a position that is impossible to find anyone willing to do. I have been serving at Secretary Pro-Tem but that makes it difficult to contribute to the meeting as a Trustee, so I see it better that I make myself available to be nominated for Secretary and not be a Trustee (enough back story).

"In case of a vacancy created by resignation in any office or committee (except Elder or Pastor) the church council shall appoint a replacement until the Annual Meeting." The above is from our By-Laws to the Constitution at our church. Trustees are elected for a 3 year term, if a Trustee resigns prior to his/her term does the person appointed by the Church Council serve only the remaining term of the Trustee who resigned? For example, one year in the Trustee resigns so the appointed serves the remaining two years. Or does the appointed Trustee serve until the Annual Meeting, at which time he/she will (most likely) be put on the ballot and then have a three year term? I view it as the appointed serves until the Annual Meeting and then is placed on the ballot to serve a full term. I would like others thoughts as well. Thank you in advance for your advice.

I agree.

Most likely that would not work. It doesn't appear that they are restricted from running again due to their position, but rather their term. And in this case both of their terms are up and they must take 1 year off prior to being elected again.