![]() ![]() They cease to exist when they have completed their work and made their final report.Īny special orders are presented. Special committees are created for a particular purpose and are not listed in the bylaws. The reports of special committees (if there are any) are heard. Place a report on the agenda only when there is something to report to the membership. The officers and standing committees do not need to give a report at every meeting. The reports of officers, boards, and standing committees (those listed in the bylaws) are read and discussed. By listening carefully when the minutes are read, members take note of this and know the right course of action to take. It is a parliamentary rule that, because the members vote to lay the motion on the table, only the members can make a motion to take it from the table. Another important point is that the motion lay on the table, which allows members to temporarily set aside a motion in order to take up more urgent business, is recorded in the minutes but not put on the agenda. Members who are alert while the minutes are being read can ask that these motions be added to the agenda of the present meeting. For example, there may be motions that carry over business to the present meeting that are in the minutes but not on the agenda. The minutes provide an opportunity to correct oversights. The minutes also serve to inform members who were absent from the previous meeting of what happened at the meeting. There is no time limit on minute corrections. Therefore, it is important that the assembly (or a committee named for the purpose of approving the minutes) approves the minutes. ![]() When a legal action has been brought against the organization, courts use minutes for evidence. By approving the minutes, the members agree that this is what happened at the meeting. However, keep in mind that the minutes are a legal document for the organization. Often members want to dispense with the reading of the minutes because they do not feel that the minutes are important to hear. The minutes of the previous meeting are read and approved. If an organization has no established order of business, the following is the customary order of business for organizations that have regular meetings within a quarterly time period. He or she proceeds with the organization's established order of business. The president then calls the meeting to order. Before any business can be transacted at a meeting, the president must determine that a quorum (the required minimum number of members needed to have a meeting) is present. This section outlines the commonly used order of the agenda. ![]() The basic structure of an agenda comes from the order of business as established either by the parliamentary authority or by the rules of the organization. Having an agenda keeps the meeting on track and saves time. In any kind of meeting, the person leading the meeting should preside from an agenda - an outline of items, listed in order of importance, that are to be accomplished at the meeting. ![]() It gives an overview of each aspect of the agenda, from determining a quorum and receiving reports from officers and committees to hearing new business and adjourning the meeting. This chapter introduces the accepted order of business and explains how to plan and adopt an agenda, as well as determine when special kinds of agendas are needed. In that case, the organization must write the order of business in its own rules of order, which should be with, but not part of, the bylaws. Sometimes, however, an organization may wish to follow a different order of business. This is a Latin word meaning "things to be done." Common parliamentary law over the years has arrived at an accepted order for a business meeting. The plan or the established order in which the items of business are taken up is called an agenda. To do this in an orderly and efficient fashion, the business of the meeting is conducted according to the first principle of parliamentary procedure, which states that business is taken up one item at a time. Chapter 2 - The Order of a Business MeetingĪ business meeting provides members with the opportunity to propose ideas and to participate in forming the plans and actions of the organization. ![]()
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