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  1. Thank you all for your help. I will make sure to look out for future amendments and rescinsions. On the document I made of the standing rules, I have numbered each of them in the order that they were adopted and then on the next line right below each rule it says, “Adopted on D Month, YYYY.” This way, people can find the minutes of the meeting that day if they want to read them. We have never amended or rescinded a standing rule, as we do not have many of them; but, if we did, I think I would treat the document similarly to the Bylaws document. If we rescinded one, I would delete it and increase the number of each rule below it by one. If one was amended, I would not change the order—keeping them in the order they were adopted—and, under it, change it to “Adopted on [dates], and amended on [date(s)].” Also, I do not give titles to the standing rules, except for one which was given a title/name with it when it was moved.
  2. If a member of my org. moved, for example, that a given strip of parking spots be reserved for members of the Executive Committee, and the motion was adopted, does it constitute a standing rule? He did not explicitly state that he was creating a standing rule—as I am sure almost no one in my org. knows what that is—but both the intent and effect was the creation of a permanent rule. He also did not state that he was creating a bylaw. The org. has done this a few times—created a rule by a motion that has a permanent effect. I have gone through the minutes and compiled these as standing rules. Was I right to do so?
  3. Thank you. In my case, there is no Bylaws Committee, and it is just me--the Bylaws Secretary. So I guess I would say, "I move that, as a substitute for the present Bylaws, the bylaws I submitted be adopted." Would that suffice?
  4. I am revising the Bylaws of my Chapter, which I understand strikes out the entirety of the existing Bylaws and adopts the proposed revision as the new set of bylaws. The revision is 12 pages long, and I sent a copy of the revision to every member in advance of the meeting, and I will have a printed copy at the meeting. I think that the motion to adopt the resoltion would be something like, "I move the adoption of the resolution relating to the revision of the Bylaws, which I have delivered to the Secretary." If I were to write a resolution proposing the revision, what would it read exactly? Would the full text of the revision have to be in the resolution? And, how would this be recorded in the minutes of the meeting? Thank you for any help and for your time.
  5. Hello, Our Bylaws prescribe that the Vice President of our Society shall serve as chairman of its Executive Committee. Shall I address him as Mr. President or Mr. Vice President at the Executive Committe meetings? Also, when I write, "...the [President/Vice President] being in the chair, and the Secretary being present," in the minutes, should I write President or Vice president in that instance? Thank you for your help.
  6. When I said "without a name" I meant that he did not write his own name on the ballot, which we require, but he did write the name of the person he voted for.
  7. Robert's Rules, 11th ed., includes an example tellers' report. I am taken to understand that I am to include it, in that form, in the meeting minutes. This is how it looks in the minutes I took: "A ballot vote was held, and the Secretary and Vice President counted the ballots. The chair announced the results of the Treasurer election: Number of votes cast........................................... 40 Necessary for election......................................... 21 Mr. A received............................... 16 Mr. B received.................................. 12 Mr. C received.................................... 11 Illegal Votes. Ballots without a name............................. 1 The chair declared that the result was no election, and a run-off election between Mr. A and Mr. B was held." What do y'all think about this? Anything you would change? BTW, we require that members put their names on the ballots, so don't worry about that part. I am more concerned with the form of the minutes.
  8. Alright, thank you, jstackpo. That was helpful. From your example, in my minutes would I put quotes around only “with...speed” and “when...aligned”? This is what I took you to mean. P.s., you spelt my name wrong.
  9. Hello, I am the secretary for our Society, and there have been amendments made to the bylaws at the last couple of meetings. I am not sure how to format this in the minutes. I think I have learned how and been able to format motions in the minutes well, in general; but, specifically, I am not sure what the right form is when amendments to the bylaws are moved or when the adoption of a resolution amending the bylaws is moved. Please, give me some guidance, and include examples in both the form of a motion and resolution. Thank you for your help and your time.
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