Role / Responsibility Records and prepares Records and prepares minutes of meeting minutes of meeting Assists Governor Assists Governor Works with DAC/DEC Works with DAC/DEC Trains club secretaries Trains club secretaries

Purpose of Minutes Protect organization Protect organization Protect people participating in meeting Protect people participating in meeting

Records/Minutes Will Be Referred To For finished and For finished and unfinished business unfinished business What needs follow-up What needs follow-up What actions were taken What actions were taken

Records of Records of discussions discussions Newsletters for Newsletters for organizations organizations Minutes are NOT

The court noted: “The purpose of minutes is to provide a record of the actions taken by a board and evidence that the actions were taken according to proper procedures.” Case of Multimedia Publishing of NC vs Henderson County

Defines minutes as the “record of proceedings.” Robert’s Rules of Order

Minutes Must Include Name of Club/District Name of Club/District Type of meeting Type 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 time order and at what time Identify the Presiding Identify the Presiding Officer with his/her title Officer with his/her title

Additional Information Included 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 Included 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 accept fax approval and make the approval part of the ______ minutes.” in the minutes with the following language: “move to accept fax approval and make the approval part of the ______ minutes.”

Important 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 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. NOTE

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 must make a motion to postpone the original motion indefinitely and it must be seconded. This, in effect, removes the original motion from consideration, even if a motion is removed from the voting. Even if a motion is removed from the voting process, the original motion does, however, remain in the minutes Even if a motion is removed from the voting process, the original motion does, however, remain in the minutes NOTE

Distribution 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 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/DEC Serving on District Convention Committee Serving on District Convention Committee Promoting attendance at District meetings Promoting attendance at District meetings Promoting attendance at PI/PIF Convention Promoting attendance at PI/PIF Convention

Club Recording Secretary Duties are specifically outlined, but remember, other matters are important too. Accuracy Accuracy Preciseness Preciseness Dependability Dependability Promptness Promptness

Corresponding Secretary The office of corresponding secretary is an important one because written communications reflect the public image of the club. If club does not have corresponding secretary, the recording secretary is responsible for discharging the duties of that office. Sample Letter of Invitation Sample Letter of Invitation Congratulations! Congratulations! Club Officers Form Club Officers Form (Due to PI by May 1 st ) (Due to PI by May 1 st )

Other Important Information Checklist for Each Month Checklist for Each Month Membership Information Membership Information Form Form Notification of Change in Notification of Change in Membership Information Membership Information Information for District Information for District Chaplain Chaplain Calendars Calendars Notification of Pilot Notification of Pilot Moving to Your Locality Moving to Your Locality Prospective Member Form Prospective Member Form Transfer Form Transfer Form Congratulations! … Congratulations! … Introduction to Pilot Introduction to Pilot Sample Letter of Invitation Sample Letter of Invitation Pilot Club Officers Form Pilot Club Officers Form

Seating Arrangements Business Business District District Program Program

Club and District Manuals Under Resources