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The regular monthly meeting of the L.M. Society was held on Thursday, January 4, 20__, at 8:30 P.M., at the Society's building, the President being in the chair and the Secretary being present. The minutes of the last meeting were read and approved as corrected.
The Treasurer reported the receipt of a bill from the Downs Construction Company in the amount of $5,000 for the improvements recently made in the Society's building. The question put by the chair "that the bill be paid" was adopted.
Mr. Johnson, reporting on behalf of the Membership Committee, moved "that John R. Brown be admitted to membership in the Society." The motion was adopted after debate.
The report of the Program Committee was received and placed on file.
The special committee that was appointed to investigate and report on suitable parking facilities near the Society's building reported, through its chairman, Mrs. Smith, a resolution, which, after debate and amendment, was adopted as follows: "Resolved, That ...."
The resolution relating to the use of the Society's library by nonmembers, which was postponed from the last meeting, was then taken up. This motion and a pending amendment were laid on the table after the chair announced that the guest speaker had received a phone message which would require his early departure.
The President introduced the guest speaker, Mr. James F. Mitchell, whose subject was ____.
At eh conclusion of Mr. Mitchell's talk, the resolution relating to the use of the Society's library by nonmembers was taken from the table. After amendment and further debate, the resolution was adopted as follows: "Resolved, That ...."
Mr. Gordon moved "that the Society undertake the establishment of a summer camp for boys on its lakefront property." Mrs. Thomas moved to amend this motion by inserting the word "underprivileged" before "boys." On motion of Mr. Dorsey, the motion to establish the camp, with the pending amendment, was referred to a committee of three to be appointed by the chair with instructions to report at the next meeting. The chair appointed Messrs. Flynn, Dorsey, and Fine to the committee.
The meeting adjourned at 10:05 P.M.
Margaret Duffy, Secretary
The first paragraph contains:
The body contains a separate paragraph for each subject matter. For each important motion, the minutes should show the name of the mover. The body should show:
The last paragraph shows the time of adjournment.
Minutes should be signed by the secretary; some societies also require the president to sign. It is no longer necessary or customary to close with "Respectfully submitted."
Minutes are approved with a quarterly time period. If the next meeting is not that soon, a minutes approval committee or the executive board should be authorized to approve them.
Special meetings do not approve minutes. When minutes for more than one meeting are to be approved at the same later meeting, they are approved in the same order as the meetings occurred (p.343).
Sessions with meetings on more than one day usually have the minutes of the preceding day's meetings read and approved at the first meeting of the day.
The reading of minutes can be "dispensed with" at the scheduled time, but consideration of approval of these minutes can be taken up at any later time in the meeting by majority vote, or automatically at the beginning of the next regular or adjourned meeting. If copies of the draft minutes have been sent to all members in advance, minutes are not read unless requested. Otherwise, to approve minutes without reading them requires suspending the rules (2/3 vote).
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Last updated 2006-02-08