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Uncovering the Mystery of Minutes Secretary’s Workshop

Uncovering the Mystery of Minutes Secretary’s Workshop. Role / Responsibility. Records and prepares minutes of meeting Assists Governor Works with DAC/DEC Trains club secretaries. Purpose of Minutes. Protect organization. Protect people participating in meeting.

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Uncovering the Mystery of Minutes Secretary’s Workshop

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  1. Uncovering the Mystery of Minutes Secretary’s Workshop

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

  3. Purpose of Minutes • Protect organization • Protect people participating in meeting

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

  5. Minutes are NOT • Records of • discussions • Newsletters for • organizations

  6. Case of Multimedia Publishing of NC vs Henderson County 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.”

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

  8. Minutes Must Include • Name of Club/District • Type of meeting • Date and place of • meeting (must be stated) • Who called meeting to • order and at what time • Identify the Presiding • Officer with his/her title

  9. Additional Information Included in Minutes • List of those present with title • (District only) • Number of members present • (Club only) • Any appointments made, if • appropriate (e.g., Timekeeper, • Parliamentarian, etc.) • Time of meeting adjournment

  10. Additional Information Included in Minutes • Any reports that are to be made as part of the • minutes (Report of the Nominating Committee, • PIF Rep Report, etc.) should be noted and • attached to the minutes. • 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.”

  11. Important in Recording Minutes • Record business as listed on • the agenda and any action • taken. If no action is taken, • then record “No action taken • or information only.” • Record the exact wording of • all motions including the • name (and club) of the maker • of the motion. • Record the fact that the motion was seconded, but the • name of the person seconding the motion is not required.

  12. Important in Recording Minutes • Motions without a second are not recorded in the minutes. • Record whether the motion carried, failed (record the • names of those who voted no or abstained if requested • and there are no objections) or was tabled, etc.

  13. A motion that is withdrawn is • not mentioned in the minutes. NOTE • However, if the motion is seconded and restated to the • Assembly by the chair, the motion is owned by the • Assembly and cannot be withdrawn and should be • recorded in the minutes.

  14. 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. NOTE • Even if a motion is removed from the voting process, the original motion does, however, remain in the minutes

  15. Distribution of Minutes • Writes up and promptly • distributes. • Reviews and has Governor • sign off. • Distributes to DAC/DEC • and ECR. • Files with other minutes.

  16. Assists the Governor • Keeping District • membership records. • Keeping Governor • on track! • Handling any • correspondence of • the District.

  17. Works with DAC/DEC • Serving on District Convention Committee • Promoting attendance at District meetings • Promoting attendance at PI/PIF Convention

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

  19. 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 • Congratulations! • Club Officers Form • (Due to PI by May 1st)

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

  21. Seating Arrangements • Business • Program • District

  22. Club and District Manuals Under Resources www.pilotinternational.org

  23. Questions Thank you

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