Role / ResponsibilityRole / Responsibility

• Records and prepares Records and prepares minutes of meetingminutes of meeting

• Assists GovernorAssists Governor

• Works with DAC/DECWorks with DAC/DEC

• Trains club secretariesTrains club secretaries

Purpose of MinutesPurpose of Minutes

• Protect organizationProtect organization

• Protect people participating in meetingProtect people participating in meeting

Records/Minutes Will Be Referred ToRecords/Minutes Will Be Referred To

• For finished and For finished and unfinished businessunfinished business

• What needs follow-upWhat needs follow-up

• What actions were takenWhat actions were taken

• Records of Records of discussionsdiscussions

• Newsletters for Newsletters for organizationsorganizations

Minutes are NOTMinutes are NOT

The court noted:The court noted:““The purpose of minutes is to provide a The purpose of minutes is to provide a

record of the actions taken by a board and record of the actions taken by a board and evidence that the actions were taken evidence that the actions were taken

according to proper procedures.”according to proper procedures.”

Case of Multimedia Publishing Case of Multimedia Publishing of NC vs Henderson Countyof NC vs Henderson County

Defines minutes Defines minutes as the “record of as the “record of

proceedings.”proceedings.”

Robert’s Rules of OrderRobert’s Rules of Order

Minutes Must IncludeMinutes Must Include

• Name of Club/DistrictName of Club/District

• Type of meetingType of meeting

• Date and place of Date and place of meeting (must be stated)meeting (must be stated)

• Who called meeting to Who called meeting to order and at what timeorder and at what time

• Identify the Presiding Identify the Presiding Officer with his/her titleOfficer with his/her title

Additional Information Additional Information Included in MinutesIncluded in Minutes

• List of those present with title List of those present with title (District only)(District only)

• Number of members present Number of members present (Club only)(Club only)

• Any appointments made, if Any appointments made, if appropriate (e.g., Timekeeper, appropriate (e.g., Timekeeper, Parliamentarian, etc.)Parliamentarian, etc.)

• Time of meeting adjournment Time of meeting adjournment

• Any reports that are to be made as part of the Any reports that are to be made as part of the minutes (Report of the Nominating Committee, minutes (Report of the Nominating Committee, PIF Rep Report, etc.) should be noted and PIF Rep Report, etc.) should be noted and attached to the minutes.attached to the minutes.

Additional Information Additional Information Included in MinutesIncluded in Minutes

• If vote taken by fax, a motion needs to be included If vote taken by fax, a motion needs to be included in the minutes with the following language: “move to in the minutes with the following language: “move to accept fax approval and make the approval part of accept fax approval and make the approval part of the ______ minutes.”the ______ minutes.”

Important in Recording MinutesImportant in Recording Minutes

• Record business as listed on Record business as listed on the agenda and any action the agenda and any action taken. If no action is taken, taken. If no action is taken, then record “No action taken then record “No action taken or information only.”or information only.”

• Record the exact wording of Record the exact wording of all motions including the all motions including the name (and club) of the maker name (and club) of the maker of the motion.of the motion.

• Record the fact that the motion was seconded, but the Record the fact that the motion was seconded, but the name of the person seconding the motion is not required.name of the person seconding the motion is not required.

Important in Recording MinutesImportant in Recording Minutes

• Motions without a second are not recorded in the minutes.Motions without a second are not recorded in the minutes.

• Record whether the motion carried, failed (record the Record whether the motion carried, failed (record the names of those who voted no or abstained if requested names of those who voted no or abstained if requested and there are no objections) or was tabled, etc.and there are no objections) or was tabled, etc.

• A motion that is withdrawn is

A motion that is withdrawn is

not mentioned in the minutes.

not mentioned in the minutes.

• However, if the motion is seconded and restated to the

However, if the motion is seconded and restated to the

Assembly by the chair, the motion is owned by the

Assembly by the chair, the motion is owned by the

Assembly and cannot be withdrawn and should be

Assembly and cannot be withdrawn and should be

recorded in the minutes.

recorded in the minutes.

NOTENOTE

• To remove a motion from the voting process once

To remove a motion from the voting process once

the motion is owned by the Assembly, the Assembly

the motion is owned by the Assembly, the Assembly

must make a motion to postpone the original motion

must make a motion to postpone the original motion

indefinitely and it must be seconded. This, in effect,

indefinitely and it must be seconded. This, in effect,

removes the original motion from consideration, even

removes the original motion from consideration, even

if a motion is removed from the voting.

if a motion is removed from the voting.

• Even if a motion is removed from the voting process, the

Even if a motion is removed from the voting process, the

original motion does, however, remain in the minutes

original motion does, however, remain in the minutes

NOTENOTE

Distribution of MinutesDistribution of Minutes

• Writes up and promptly Writes up and promptly distributes. distributes.

• Reviews and has Governor Reviews and has Governor sign off.sign off.

• Distributes to DAC/DEC Distributes to DAC/DEC and ECR.and ECR.

• Files with other minutes.Files with other minutes.

Assists the GovernorAssists the Governor

• Keeping District Keeping District membership records.membership records.

• Keeping Governor Keeping Governor on track!on track!

• Handling any Handling any correspondence of correspondence of the District.the District.

Works with DAC/DECWorks with DAC/DEC

• Serving on District Convention CommitteeServing on District Convention Committee

• Promoting attendance at District meetingsPromoting attendance at District meetings

• Promoting attendance at PI/PIF ConventionPromoting attendance at PI/PIF Convention

Club Recording SecretaryClub Recording Secretary

Duties are specifically outlined, but Duties are specifically outlined, but remember, other matters are important too.remember, other matters are important too.

• AccuracyAccuracy

• PrecisenessPreciseness

• DependabilityDependability

• PromptnessPromptness

Corresponding SecretaryCorresponding Secretary

The office of corresponding secretary is an important The office of corresponding secretary is an important one because written communications reflect the one because written communications reflect the public image of the club. If club does not have public image of the club. If club does not have

corresponding secretary, the recording secretary is corresponding secretary, the recording secretary is responsible for discharging the duties of that office.responsible for discharging the duties of that office.

• Sample Letter of InvitationSample Letter of Invitation

• Congratulations!Congratulations!

• Club Officers Form Club Officers Form (Due to PI by May 1(Due to PI by May 1stst))

Other Important InformationOther Important Information

• Checklist for Each MonthChecklist for Each Month

• Membership Information Membership Information FormForm

• Notification of Change in Notification of Change in Membership InformationMembership Information

• Information for District Information for District ChaplainChaplain

• CalendarsCalendars

• Notification of Pilot Notification of Pilot Moving to Your LocalityMoving to Your Locality

• Prospective Member FormProspective Member Form

• Transfer FormTransfer Form

• Congratulations! … Congratulations! … Introduction to PilotIntroduction to Pilot

• Sample Letter of InvitationSample Letter of Invitation

• Pilot Club Officers FormPilot Club Officers Form

Seating ArrangementsSeating Arrangements

• BusinessBusiness

• DistrictDistrict

• ProgramProgram

Club and District Manuals Club and District Manuals Under ResourcesUnder Resources

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