Appendix B
Sample Agendas, Reports, and Minutes
Probably all organizations have a propensity to accrue cardboard storage boxes full of old paperwork. The paperwork wasn’t always old, though. At one time, the officers, directors, and members were reading it and referring to it for important information. The future of your organization may someday depend on the paperwork you leave behind.
In this appendix, I’ve assembled some sample agendas, reports of various officers and committees, and meeting minutes. These are all included not only as examples to supplement the text, but also as guides to good form. Hopefully, they’ll help you have better meetings and leave an excellent record of your organization’s accomplishments.
In addition, at the end of this appendix is a section containing web links to bonus information and some useful forms designed to help you and your organization have more efficient meetings. I won’t say any more about the goodies here — you’ll have to go to the end of the appendix to see what they are!
Member’s Copy of Meeting Agenda
This sample agenda for a meeting of a small board follows the Robert’s Rules standard order of business (see Chapter 5). The items listed under each heading represent the actual agenda items known to be on the calendar for this specific meeting.
Meeting Agenda
June 19, 2012
Call to order: 3:00 p.m.
Approval of minutes
Reports of Officers
President’s Report
Treasurer’s Report
Executive Director’s Report
Reports of Standing Committees
Membership Committee Report
Finance Committee Report
Convention Committee Report
Reports of Special Committees
Special Certification Committee Report
Special Chapter Charter Revision Committee Report
New Business
AB has motion
CD has motion
Announcements
Adjourn
Presiding Officer’s Working Agenda
This agenda is a sample presiding officer’s working agenda for the meeting of a small board. The agenda not only contains the items on the calendar for the meeting, but it’s annotated in great detail to assist the presiding officer in conducting the meeting. Anticipated motions are even scripted. A good presiding officer prepares for meetings by outlining the agenda in as much detail as possible.
Meeting Agenda
June 19, 2012
Call to order: 3:00 p.m.
Approval or correction of minutes Approve May 2 meeting minutes as corrected or as distributed — use general consent.
Reports of Officers
President’s Report
Report committee chairmen and membership appointments so far
Treasurer’s Report
Treasurer will be absent.
President will report.
281 dues paid members, $21,272 total cash accounts. Members have in their packets some financial reports for period 1/1–5/31.
• Say, “You have an itemized income and expense report covering our year-to-date in your materials. Mr. J has an expense detail available; if you have any questions, we’ll be glad to try to answer them.”
No action is taken on the treasurer’s report.
• Say, “No action is required on this report. It will be filed for audit.”
Executive Director’s Report
This report contains recommendations for action.
President assumes the motion on each of the recommendations by saying, “There are a number of recommendations here, and we’ll take them up one at a time. . . .”
• 1: “On the establishment of a special committee to develop a question bank for use in competency examinations, will the secretary read the recommendation . . . ?” [Ask secretary to read the recommendation. Someone then should move the adoption of the recommendation just read.] State the motion as, “It is moved to adopt the recommendation just read. Is there discussion?” Handle discussion; put the question when ready by saying, “Those in favor, say ‘Aye’ [pause] Those opposed, say ‘No’. . . .” Then, “The motion passes (fails), and the recommendation is (not) adopted.”
[Note: If passes, advise board that chairman will need to schedule the meetings for the work day for July 17 in Greenville or Riverton.]
• 2: “On the recommendation that the board authorize the production of a General Practice Workshop . . . will the secretary read the recommendation . . . ?” [Ask secretary to read the recommendation. Someone then should move the adoption of the recommendation just read.] State the motion as, “It is moved to adopt the recommendation just read. Is there discussion?” Handle discussion; put the question when ready by restating the motion and saying, “Those in favor. . . .” Then, “The motion passes (fails), and the recommendation is (not) adopted.”
[If passes, advise board that committee will be appointed and directed to meet as soon as possible.]
• 3: “On the recommendation that the board authorize the production of an Advanced Practice Workshop . . . will the secretary read the recommendation . . . ?” [Ask secretary to read the recommendation. Someone then should move the adoption of the recommendation just read.] State the motion as, “It is moved to adopt the recommendation just read. Is there discussion?” Handle discussion; put the question when ready by saying, “All those in favor. . . .” Then, “The motion passes (fails), and the recommendation is (not) adopted.”
[If passed, advise board that committee will be appointed and directed to meet as soon as possible.]
[Inform board and the executive director of intent to coordinate volunteer efforts to handle some of the accumulated work that the association is not currently staffed to handle.]
Reports of Standing Committees
Membership Committee Chairman’s Report
Motions arising from this report (handle as necessary):
Finance Committee Chairman’s Report
President is current finance chairman.
No recommendations. No action required.
Convention Committee Report
Announce that complete information from the last convention has not been finalized, and the convention committee will report at the next meeting.
Announce that this year’s convention committee should plan to report site selection by the next meeting.
Reports of Special Committees
Special Certification Committee Report
Motions arising from this report (handle as necessary):
Special Chapter Charter Revision Committee Report
The committee reports the recommendation on the adoption of resolutions.
President is chairman of this committee. Read the report/resolutions and then state, “The question is on the adoption of the resolutions just read. Is there discussion?” Handle discussion and so on, and adopt the resolutions. Then, “The motion passes, and the resolutions are adopted.”
New Business AB has motion “To create a special committee of three members to be appointed by the president to report recommendations on requirements for annual continuing education credits for members.”
CD has motion. (Deals with policy on staff office hours. Advised that he would bring written motion to the meeting.)
[Ask if there is any other business to come before the meeting.]
Announcements Establish date for next meeting. Adopt by general consent.
Adjourn
Audited Treasurer’s Report
This report is an example of a summary-style cash basis treasurer’s report covering a full year’s finances for a small local society. During the year, periodic reports are given in the same form, but without the auditors’ certifications contained on this report.
Finance Committee Reporting Budget
This form contains important components in addition to a budget. It includes a resolution adopting the budget with an authorization for the treasurer to disburse the budgeted amounts. The final part of the form includes a form for the secretary to certify the adoption of the budget and the resolution, providing the treasurer with an official copy for his files.
Elm Acres Civic Association
Proposed General Fund Operating Budget 3/16/12–3/15/13
The following budget is prepared from records available covering the last two years and represents the reasonable and customary expenses anticipated in the routine operation of Elm Acres Civic Association, Inc. The adoption by the board of the resolution following this budget will authorize the treasurer to disburse funds as allocated and available without further board action.
Treasurer
Beautification committee chairman
President
Welcome committee chairman
Budget adoption resolution with disbursement authorization:
Resolved, That the proposed budget be adopted and that the treasurer be authorized to disburse funds as may be available in amounts not to exceed the budgeted totals when presented with proper invoices that have been approved for payment by the appropriate committee chairmen or other officer or designee of the board as noted; further, that the treasurer be authorized to disburse funds in excess of the budgeted amounts with the approval of the president, subject to the ratification and approval of the board.
Certificate of Secretary
I certify that the foregoing budget and resolution were adopted at a regular meeting of the Elm Acres Civic Association Board of Directors held on April 10, 2012.
________________________________
Secretary
Audit Committee Report
In connection with an audited financial report, an audit committee may have comments and recommendations. This committee report is a report rendered in connection with an audited treasurer’s report similar to the one used in the previous section by the same name.
Elm Acres Civic Association
Report of the Audit Committee to the Membership
March 20, 2012
The audit committee’s audit of the books of account of Elm Acres Civic Association was undertaken at the direction of the president pursuant to the requirement in the bylaws of the association. The audit is not an outside audit; rather, it is an authorized verification of disbursement authorizations and the accuracy and completeness of the books of account made by appointed members of the association.
The audit encompasses the period beginning March 15, 2011, and reflects all moneys held, received, and disbursed by the association to and including March 15, 2012. The figures reflect the cash-basis accounting method. Because we use a system wherein dues are posted when paid but credited for a particular period, the actual books of account are maintained using accrual method accounting. Adjustments to provide a cash-basis report are incorporated into this report.
Included in this report are all receipts and disbursements for the patrol fund as well as the general fund. The treasurer of the association maintained the records of both funds. The patrol committee’s authorization was required to disburse funds, and committee members approved all invoices and maintained the bookkeeping records. However, the treasurer and the president of the association signed all checks and reviewed all invoices for proper approval prior to issuing the checks.
The records for the audit period are, with few exceptions, very complete for receipts and disbursements under both funds.
No breakdown of income sources and items is included in the reports, but permanent detailed records of the source of dues have been inspected and no discrepancies were found. However, no records were available to substantiate the neighborhood social ticket sales. This activity generates a large number of cash payments to the association. While the treasurer should not be expected to record each payment transaction in the books, a list of payor names should be compiled by any person collecting these funds, and it should be submitted with the funds to the treasurer. The treasurer should log total amounts received from each person remitting such payments. We recommend this procedure be followed in the future.
In the disbursement records of the general fund, there is a deficiency, in that some reimbursements were made without proper itemization and without required written certification by the recipient that the expenses were authorized and incurred for the benefit of the association. Further, some disbursements were made for items of which there is no record of authorization by the board of directors.
It is recommended that the treasurer shall require an appropriate reimbursement request, bearing an appropriate “approved for payment” certification by an authorized person when issuing payment to a director or other individual to reimburse for expenses. It is further recommended that any invoices being paid be properly noted as “approved for payment” by an authorized person.
A few of the minutes filed in the minute book were found to be without signature, and none of the minutes were noted as “approved . . .” on the minutes themselves. For auditors to rely on the authenticity of minutes, they should be signed by the recording secretary who took the minutes and further noted thereon when they are approved. Any corrections or additions to minutes should be noted on the affected minutes and not merely referred to in subsequent minutes.
It is recommended that the unsigned minutes for the period of this audit, which are filed in the minute book, shall be signed by the appropriate recorder, and that each set of approved minutes be so noted as to the date approved, and that corrections be reflected directly on the minutes so corrected.
The audit committee recommends the audited financial reports be accepted as correct, and that this report and the recommendations contained in this report be adopted and incorporated as standard operating procedures of the corporation.
S/__________________________________
Chairman
Convention Committee on Standing Rules Report
A convention of delegates adopts its own convention standing rules for a single session. The organization’s committee on standing rules is charged with recommending the rules for adoption at the opening meeting of the convention.
Sample Report of Convention Committee on Standing Rules
The committee on standing rules reports the following proposed standing rules for the 2012 convention and recommends their adoption:
Proposed Convention Standing Rules
1. Attendees shall register with the credentials committee before receiving an identifying badge.
2. No one shall be admitted to the convention meetings without an identifying badge and a specific admission pass for each event or designated area.
3. The Initiation Ritual shall be made the special order of business for 11:05 a.m. on Saturday, July 14, 2012.
4. All main motions and resolutions shall be in writing and, unless originating from an established committee, board, or agency of the organization, shall be automatically referred to the resolutions committee. The resolutions committee shall admit the member proposing the motion or resolution to speak to his proposal before the committee.
5. All announcements offered from the chapters shall be typewritten or hand printed, signed by an authorized delegate of the chapter, and submitted to the convention recording secretary.
6. Nominating speeches for officers may not exceed one nominating speech and one seconding speech per nominee, per office, and each shall be limited to three minutes.
7. Persons addressing the president and seeking the floor shall state their name and their chapter represented.
8. Debate on main motions shall be limited to two speakers for and two speakers against, with no speech in debate exceeding three minutes.
9. A timekeeper shall signal when allotted time has expired.
10. There shall be no smoking indoors in any area where convention activities are taking place.
Sample Minutes
Everything you need to know to prepare minutes in good form is in Chapter 17. But the rules may make more sense to you after you see them applied to the actual minutes of an actual meeting. If you’re a secretary, you’ll encounter all sorts of parliamentary situations that minutes need to include.
The two detailed sample minutes in this section provide some examples of style for documenting items like motions laid on the table (or taken from the table), points of order, appeals, referrals to committee, and recesses, to name a few. The minutes are based on real-life examples that I think you can benefit from because they were prepared in general conformity with the principles in Robert’s Rules.
Monthly board meeting
These minutes are representative of the form you use to create minutes of a regular monthly board meeting of a large local or state professional association:
Greater Luxopolis Electrical Engineers Professional Society Regular Monthly Board Meeting Minutes June 19, 2012
The regular monthly meeting of the board of the GLEEPS was called to order by the president, Stumpy Luckless, at 3:05 p.m. on Saturday, June 19, 2012, at the association’s office. Frank Cleemadeer, secretary, was present.
The minutes of the May 2, 2012, meeting were approved as corrected.
President Luckless reported for the treasurer. The society has $11,600 in cash and 281 dues-paid members. Written reports were placed on file.
President Luckless reported that he has appointed Nick McGlick as membership committee chairman and JanieMae Joltz as Expo committee chairman, but he had not yet been able to appoint a chairman for the finance committee. He reported that until he could find a capable member who would accept appointment, he would serve as chairman pro tem.
Mr. J. Alphonse Calabash, vice president and executive director, furnished a written report and made several recommendations. From those recommendations arose the following motions:
Hoss Grumplotta moved that there be established a special committee chaired by Grover Koerners to develop a question bank for use in competency examinations. Grumplotta moved to request that the committee meet in July and report back to us at the August meeting. The motion passed.
Gomer Dabblehoofer moved that “there be established a special committee appointed by the president to work closely with the executive director to develop, schedule, and provide for the presentation of a general practice workshop, to cover generally the material included in the Practice Manual and to authorize such funds to be advanced as may be necessary and prudent to promote and present such a workshop at such time and location as the committee deems practicable.” The motion was postponed to the July meeting and, on a two-thirds vote, was made a special order for that meeting.
Dilly Dooleman moved that the association order for the research library one copy each of Nuclear-Powered Sparkplug Design Techniques and Effective Marketing and Networking Using Pocket Protector Art, at a total cost not to exceed $225.00. During the discussion of the motion, Nick McGlick moved to lay the motion on the table in order to take up his committee report and recommendations because he needed to leave early. The motion was laid on the table in order to hear Mr. McGlick’s report.
Mr. McGlick reported the membership committee’s recommendation that the association print and mail 2,500 brochures to newly licensed professionals identified by the committee in the last two months. The motion was referred to the communications committee to develop a proposed brochure and to report back next month.
Dilly Dooleman’s motion for the book purchases was taken from the table, and the motion carried.
Pasqualetta Puffglopper reported for the 2012 Expo committee that the financials for the 2012 Expo were not yet finalized, but the committee would make its final report next month. She moved that the secretary go ahead and send the thank-you letters to the exhibitors on a list she provided. The motion passed.
The special certification committee chairman, Bennie Blather, reported that his committee’s progress on the professional certification exam preparation workshop was developing. On behalf of the committee, he moved that the president appoint a special committee to obtain locations for the seminar to be presented and to report back next month. The motion passed, and the president appointed the secretary and the hospitality committee chairman to serve on the special committee.
Mr. Blather then moved on behalf of his committee that an additional $2,000 be allocated for graphics art and design for the course materials. After amendment to strike out $2,000 and insert $1,500, the motion was postponed to the next meeting.
JanieMae Joltz moved that a scholarship be given to a deserving student each year. The motion was ruled out of order because it was outside the scope of the purpose of the organization as stated in the bylaws.
Joltz appealed from the decision of the chair. The decision of the chair was sustained.
J. Alphonse Calabash moved to lease out a section of the office building for $300 per month. Frank Cleemadeer moved to strike out $300 and insert $400. After considerable discussion, JanieMae Joltz moved the previous question. Secretary Cleemadeer moved to adjourn. The motion to adjourn was adopted.
President Luckless announced that the next meeting would be July 22, 2012, at 3:00 p.m., and declared the meeting adjourned at 6:30 p.m.
s/ Frank Cleemadeer
Secretary Date approved: 07/22/12
Annual membership meeting
These minutes are representative of form for minutes of the annual membership meeting of a state professional association:
Pembleton Kickboxers Association
Annual Meeting of the Membership
May 5–7, 2012
The annual meeting of the membership of the Pembleton Kickboxers Association was called to order at 12:05 p.m. on May 5, 2012, at the Five Corners City Convention Center in Starsville by President Manny Bumpus. Luther Lockhold, secretary, was present.
President Bumpus announced the following appointments:
Meeting Parliamentarian: J. Littleton Biltrock, PRP
Hospitality Committee: Goldie Betterbatter, Jacob Strainstretcher, Clint Clockclabber, Mervin Stillstammer
Resolutions Committee: Casey Brownbear, Dodley Rodley, Beanpole Stackstepper, Terry C. Guessergin, Chastain B. Danbold
Tellers Committee: Nonmembers appointed with the consent of the membership: Hans von Donneman, Perry Derryberry, Harsapple Strangebird
Timekeeper: Clark Washer
Committee to approve minutes of this meeting: Will Reed, Mae Reed, Lark Tatum
The annual meeting special rules (as published on page 7 of the Book of Reports) were read and adopted by two-thirds vote.
Winnie Marplemoney presented the auditors’ report (published on page 19 of the Book of Reports) and moved to adopt the audited treasurer’s report and commend the treasurer for a job well done. The motion passed.
Scuffy Stamus, chairman of the nominating committee, reported nine nominees for the board of directors (as published on page 25 of the Book of Reports). The president called for further nominations. Nominated were Sly Calcaneous and Ben Hatter.
The election of directors was then conducted, after which a 30-minute recess was taken while the tellers counted the ballots.
The tellers committee reported the following election results:
Number of ballots cast: 188; illegal ballots: 3
Number necessary to elect: 95
|
Nominee |
Total Votes |
|
Hornsby Barnum |
126 |
|
Tank Bricksome |
158 |
|
Marley Dittletrip |
155 |
|
Helga Dittletrip |
159 |
|
Dilbert Rodwinky |
156 |
|
Clyde Schmalzapple |
162 |
|
Lillie Locknuckle |
162 |
|
Scuffy Slamus |
160 |
|
Jackie Normus |
167 |
|
Sly Calcaneous |
160 |
|
Ben Hatter |
31 |
|
Hubert Pugwhistle |
13 |
|
Thumper Wheezer |
12 |
|
Norbert Bumpmaple |
3 |
|
Will Reed |
3 |
|
Pablo Loman |
1 |
The president thanked the tellers committee and announced the newly elected directors for year 2012–2013 as follows:
Tank Bricksome
Sly Calcaneous
Marley Dittletrip
Helga Dittletrip
Lillie Locknuckle
Jackie Normus
Dilbert Rodwinky
Clyde Schmalzapple
Scuffy Slamus
The following proposed bylaw amendment, properly noticed and submitted by Tank Bricksome and Thumper Wheezer, was then taken up:
Proposed, to amend the bylaws by inserting a new article after Article IX: Committees, with such article to read as follows:
Position Statements
A. The membership of this association may adopt position statements or resolutions declaring a position of the association only by mail ballot.
B. The adoption of any such position statement shall require a majority vote in the affirmative.
C. For the purposes of this article, mail ballots are subject to all rules of the parliamentary authority adopted by the association and may be ordered as follows:
• By the membership at a regular or special meeting
• By the board of directors
• Upon written request signed by 10 percent of the association’s members eligible to vote
The motion to amend the bylaws was amended to include a proviso that the amendment, if adopted, would not take effect until the close of the annual meeting. The proposed bylaw amendment did not receive a vote of two-thirds in the affirmative and, accordingly, was not adopted.
Goldie Betterbatter then moved the adoption of a resolution, which, after amendment, was adopted as follows:
Resolved, That the publications committee be encouraged to include a “Letters to the Editor” column in each issue of Just for Kicks, the association newsletter.
At that time, Annabel Rumple moved to recess for an hour so that the newly elected board could meet and elect officers. The motion to recess was adopted by general consent.
After the recess, President Bumpus called the meeting back to order and announced that the following were elected by the new board to serve in their respective offices for the year 2000–2001:
President: Clyde Schmalzapple
Vice president: Helga Dittletrip
Secretary: Sly Calcaneous
Treasurer: Lillie Locknuckle
He then conducted the installation of officers, administering an oath of office to each and charging them with their duties for the coming year.
The meeting adjourned at 4:00 p.m.
s/ Luther Lockhold
Approved:
s/ Will Reed 09/12/2012
s/ Mae Reed 07/14/2012
s/ Lark Tatum 07/21/2012
On the Web: Bonus Chapters and Forms You Can Use
If you thought the text in this book is the only help I planned to give you in navigating the nuances of parliamentary procedure, I hope the information in this section is a pleasant surprise! Robert’s Rules For Dummies has a companion website that contains more useful information for you and some sample forms your association can use to help run your meetings. To gain access to this marvelous bonus material, go here:
www.dummies.com/go/robertsrulesfd
What? You say you don’t have an association yet? Then the following bonus chapter, included on the website, will help you start one.
Starting a new association: The steps to success
If you have a cause that needs the collective effort of a group of people with the same or similar objectives, you can take steps to ensure your group’s effectiveness in meeting your goals. Starting a new organization isn’t terribly difficult, but as with anything else in Robert’s Rules, it’s all about procedure. This bonus chapter helps you navigate the technicalities of establishing your association so that it’s effective and operates as a well-oiled machine. Topics covered in the chapter include the following:
Understanding how new organizations are formed
Managing productive organizational meetings
Staffing a committee to draft bylaws
Enrolling charter members
Yes, sir, when your new association is up and running (thanks to the information in this chapter), you can have fun participating in all sorts of parliamentary goings-on, like meetings, voting, and conventions.
What? You’re curious to know about the workings of your organization’s big annual convention? Well, then, take a look at the next bonus chapter on the website.
The Convention of Delegates: A special kind of assembly
Some people think conventions are just big excuses to get a bunch of people together to party. Well, I’d be dishonest if I didn’t say that some conventions really are like that, but for the most part, conventions are serious business. Work needs to be done to establish your organization’s direction for the next year (or two, or four). This bonus chapter shows you how to conduct business in a convention and introduces you to the special rules designed to make a convention an efficient and proper operation. Topics covered include the following:
Understanding the special nature of a convention of delegates
Organizing a convention of delegates
Using specialized convention committees
Ten custom rules to consider
It’s a sad fact that Robert’s Rules in no way tries to be one-size-fits-all when it comes to individualizing your own rules. This bonus chapter lists some of the ideas professional parliamentarians frequently recommend regarding special rules and bylaws. Adopting some of these rules may reduce your chances of having to hire a professional parliamentarian to straighten out a mess.
Downloadable forms for your meetings
Whether you’re having full-blown conventions or small board meetings, someone in your group (yes, probably you) is going to have to do some paperwork. Many people are rather talented in coming up with computerized forms that simplify their meeting paperwork problems, but let’s face it, designing forms still isn’t much of a picnic.
If I could, I’d load a whole bunch of blank meeting forms onto the website so that you and your association would never have to design or tweak a form again. Unfortunately, that’s not practical, since every association is different and has different needs. Even so, I have included four Microsoft Word form templates on the website that you can download for your own use. I hope they’ll be as useful to you as they have been for me.
Tellers’ Election Worksheet
In any election, it’s important to track the nominees and the ballot totals and tallies. This tellers’ worksheet is designed as a nice, simple way to accumulate all the information you need to prepare a perfect tellers’ report. Of course, after you download the form, you can adapt it according to your own needs, but I personally find its current, simplified layout more than helpful.
Tellers’ Reports for Motions and Elections
When your organization votes by ballot, reporting the details is important for the record (and for preventing the occasional fistfight). Two forms on the website are designed to help you in that process. One form is for reporting the ballot counts in a vote on an election. The other form is for reporting the ballot counts in a vote on a motion. Both forms include the critical components for proper reporting of the following:
The number of votes cast
The number of votes required to elect (or adopt, as in the case of a motion)
The total votes cast for each candidate (or choice, as in the case of a motion)
The total number of illegal votes and a short description of each such vote
Notice of Proposed Amendment to Bylaws
Here’s the granddaddy of all the forms included on the website. Amending the bylaws is serious business, and this form is designed to show you how to prepare and give notice for proposed bylaw amendments, how to show the differences between current and proposed bylaws, when to go out for coffee (no, I’m kidding), and more. This form is the prettiest one in the bunch, and you’re sure to find it handy.