Preparing for the General Meeting
Good meetings are the result of careful planning. Before each meeting, prepare an agenda and make it your goal to “stick to it.” A sample agenda for a general membership meeting follows:
CALL TO ORDER
The president rises, raps the gavel once and calls the meeting to order. “The meeting will please come to order.”
OPENING CEREMONIES (Optional)
Pledge of Allegiance, flag ceremony, poem, or inspirational message may be included
READING AND APPROVAL OF MINUTES
The President states. “The secretary will read the minutes of the . . .”
The secretary stands, addresses the president, and reads the minutes, unless they have been posted, distributed, or audited by an appointed committee. If the minutes have been posted or distributed via for example a newsletter, the president would say. If the minutes were audited by a committee (should be at least 3 individuals), the president should give the results of the audit of the minutes.
President: “The minutes were posted (distributed) for your review. Are there any corrections?”
If there are no corrections, “The minutes stand approved.”
If there are corrections, “Are there any objections to making the presented correction? The minutes stand approved as corrected.”
If there are objections to the corrections, you would need a majority vote to change the minutes.
REPORT OF THE TREASURER (monthly financial reports)
The president states, “No action is required to accept/adopt the treasurer’s report. If there are no questions, the report is filed for the end-of-the-year audit.”
Communications are read by the secretary, and are acted on as read if action is required.
REPORT OF THE EXECUTIVE BOARD
A summary report (not the minutes) is read for the information of the members. Recommendations should be voted upon one at a time.
REPORTS OF STANDING COMMITTEES
Before the meeting, the president consults with chairs and officers to find out which committees have reports to give. At the meeting, the president calls for the committee report (not the chair’s report.) If the committee has made a recommendation, the person making the report moves for its adoption. (No second is required since the motion is coming from committee on behalf of the committee.) The chair calls for discussion and/or follows steps of a motion. “
We will hear the report of the _____________ committee given by _______________ chair (other title).” “
Are there any questions regarding the report?”
“If not, the report will be filed.”
REPORTS OF SPECIAL COMMITTEES
This can be an update on progress made or a final report. Upon completion of its specified duties, the committee ceases to exist. Reports are handled in the same manner as those of standing committees.
Minutes of the previous meeting will indicate any unfinished business. The chair does not call for unfinished business from the floor. The chair should already know if there is any unfinished business by checking with the secretary prior to the meeting to see if the minutes from the last meeting reflect any business carried over from the previous meeting. Note that unfinished business is not called “old” business.
The chair or members may bring new business before the association. A motion is necessary before discussion and a vote.
The president introduces the program chair, who presents the program. The meeting is not “turned over” to the program chair, nor does the program chair “turn the meeting back” to the president.
The date of the next meeting and important activities should be announced. If there is a social time following the meeting, this should be announced.
No motion is necessary to adjourn. Rap the gavel once. “Is there any further business to come before the meeting?” “The meeting is adjourned.” Virginia