NATIONAL ASSOCIATION OF JUNIOR AUXILIARIES, INC. RECORDING SECRETARY'S MANUAL email: [email protected]website: najanet.org members only: username – najaweb password - chapters Facebook: https://www.facebook.com/NAJAinc Follow us on Twitter: najainc Register at Good Search.com and register and purchase through AmazonSmile to support NAJA Instagram: naja_inc P.O. Box 1873 845 South Main Street Greenville, MS 38701 PHONE: 662-332-3000 FAX: 662-332-3076 TO CONSERVE COSTS, THIS MANUAL IS PRINTED EVERY THREE YEARS. PLEASE PASS TO YOUR SUCCESSOR PRINTED: MAY 2015 NEXT ISSUE: MAY 2018
members only: username – najaweb password - chapters
Facebook: https://www.facebook.com/NAJAinc Follow us on Twitter: najainc
Register at Good Search.com and register and purchase through AmazonSmile to support NAJA
Instagram: naja_inc
P.O. Box 1873 845 South Main Street Greenville, MS 38701
PHONE: 662-332-3000
FAX: 662-332-3076
TO CONSERVE COSTS, THIS MANUAL IS
PRINTED EVERY THREE YEARS.
PLEASE PASS TO YOUR SUCCESSOR PRINTED: MAY 2015 NEXT ISSUE: MAY 2018
RECORDING SECRETARY'S MANUAL
TABLE OF CONTENTS
INTRODUCTION ................................................................................ 1 RECORDING SECRETARY DEFINED ······································ 1 RECORDING SECRETARY RESPONSIBILITIES A. GETTING STARTED ································································· 1 B. PREPARING AN AGENDA ························································ 2 C. PREPARING AN AGENDA SCRIPT ············································ 3 D. WRITING THE MINUTES ··························································· 3 E. APPROVING THE MINUTES ······················································ 5 F. MAKING CORRECTIONS TO THE MINUTES ································ 5 G. TYPING THE MINUTES ····························································· 6 H. UNDERSTANDING BASIC TERMINOLOGY ·································· 7 APPENDIX I-IX
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INTRODUCTION Welcome to the position of Recording Secretary of your Chapter! As a volunteer, you are an essential part of your organization. In fact, your Chapter could not function without a secretary. As Recording Secretary, your goal is to help ensure that your Chapter meetings run smoothly and that your Chapter has accurate, permanent records of the year’s business.
The NAJA Recording Secretary is always willing to help you in your endeavors. The current NAJA Recording Secretary and her address are listed in the NAJA Bulletin and on the NAJA website, www.najanet.org or feel free to email her at [email protected]. RECORDING SECRETARY DEFINED “The Recording Secretary keeps the minutes and the roll of the meetings of the Chapter and the Executive Board, keeps a correct, classified list of the names and addresses of all members and maintains a file of essential records on each member. These files are transferred to the successor at the close of the term of office.”
(NAJA Handbook)
The Recording Secretary serves as a member of the Executive Board of the Chapter and begins her duties at the beginning of the fiscal year for the Chapter, May 1.
The Recording Secretary performs any other duties as delineated in the Chapter Bylaws, Standing Rules and Policies.
RECORDING SECRETARY RESPONSIBILITIES A. Getting Started (See Appendix I for Secretary's Meeting Checklist)
In order to have a successful year, you should consider the following:
1. Arrive early for the meetings. 2. Dress comfortably and professionally. 3. Be prepared and organized for the meetings. 4. Be alert and stay focused. 5. Listen carefully and avoid distractions. 6. Sit where you and the President can observe each other during the meeting so that you can relate any problems or concerns with the agenda.
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It is important to be organized. You need to know where the following documents are kept:
Governing documents. These forms should include the IRS 501(c)(3), the charter, the bylaws, the standing rules, and your parliamentary authority.
List of members, committees, officers, and board members. You will need to have current phone numbers, addresses and email addresses of all members, including Associate and Life members. Maintain Individual Permanent Records. It is essential that your Chapter keep a permanent record for each member. The Recording Secretary usually maintains this data. The permanent record includes dates of status changes and verifies each member’s hours of service, education, etc., payment of dues, offices and chairmanships held, and validates her receipt of credit for the year. (See Appendix II for a sample of the Permanent Record form.) The Minutes. The minutes are a legal history of your Chapter's work and service in the community. Minutes also convey information to members absent at the meeting, and remind members of future dates and assignments. The Recording Secretary may be the person responsible for transmitting the minutes via email or mail to members, or to relay information adopted at the meeting to the person responsible for the action. All minutes and attachments (agendas, reports, financial statements of the Treasurer, Budget, and attendance records) should be kept forever. Minutes record your Chapter's history and are also subject to audit. Chapter members will have an easier time locating items in the minutes if the Chapter's Recording Secretaries use the same format for typing minutes. Be sure to keep all minutes of Chapter meetings in a permanent record book. Make sure that minutes from previous years are bound and kept in a safe place, but accessible for reference. The outgoing Chapter Recording Secretary should inform the incoming Chapter Recording Secretary of the location of these records and be sure that she has access to all of these files. B. Preparing an Agenda
Your Chapter President may ask for your assistance in preparing the agenda for each meeting. If she does, it is a good idea to read applicable pages of Robert’s Rules of Order, Newly Revised which will explain the order of business and where to get the information to put on the agenda. (See Appendix III for sample Agenda Form.) It is important to remember that not only does the agenda serve as a way to help the President keep order in the meeting, but it is also a guide for you in taking and writing the minutes. The agenda is usually very brief. Only the President and the Secretary must have copies of the agenda. However, it is recommended that each member be emailed a copy or handed a hard copy at the meeting.
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C. Preparing an Agenda Script
Before attending the meeting, you should ask the President for a copy of her agenda script. (See Appendix IV for Sample Script for Presidents.) If the President does not use a scripted agenda, you would want to have a copy of her agenda in Word doc. format so that you can leave spaces. This outline will help you to take organized notes to transcribe later into official minutes. If you do not hear or understand something that is said during the meeting, it is permissible to ask that it be repeated or rephrased for the minutes. You may also request that all motions be written, read aloud to the assembly, and given to you in writing to be sure that they are recorded properly. (See Appendix V for Sample Motions Form.)
D. Writing the Minutes (See Appendix VII & VIII)
The basic principle in writing the minutes is that the Secretary records chronologically what was done, not what was said, i.e. record only who made main motions and whether they were adopted, defeated, or temporarily disposed. Including some detail in the minutes can be beneficial under certain circumstances; for example, if the Chapter wishes to document that a lengthy discussion was held on an issue before it made a decision. In this instance, using key phrases such as “after lengthy discussion” or “following much deliberation” could be utilized. Sometimes you may need to write a brief explanation of why something was done or why a motion was made for the minutes to make sense, but the minutes should be kept objective and never include anyone’s opinion or comments. If a motion is never acted on or passed, it is not required to record an explanation of the Chapter’s rationale in the minutes.
Relate information in the past tense unless an action or event will occur in the future. Write minutes in the active voice rather than the passive voice, i.e. write Treasurer Smith moved that. . . not A motion was made by Treasurer Smith to. . . (See Appendix VI for Examples of Motions.)
Minutes should include the following basic contents: Heading: The first thing is to put a heading on the minutes. The heading will be written in four lines, centered and in bold print.
Type of Meeting (i.e.: Chapter Meeting, Board of Directors)
Name of your Chapter (i.e.: Junior Auxiliary of _______) Date of Meeting
MINUTES
Opening: The first three paragraphs should contain:
First Paragraph: The first paragraph should contain the type of meeting, the name of your Chapter, the date of the meeting, the name and title of the person who called the meeting to order, the place of the meeting, and the time the meeting was called to order. An opening ceremony, invocation, pledge to the flag or organizational creed may be mentioned in this paragraph, i.e. “Treasurer Sue Smith led the Chapter in reciting the Junior Auxiliary Prayer.”
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Second Paragraph: The second paragraph should contain the roll call held at the meeting, and the name of the person calling the roll. Include the names of guests attending the meeting. (Attach the roll if you are not specifically mentioning the names of the members present or absent.) Third Paragraph: The third paragraph should state what minutes were read and by whom, and whether the minutes were approved as read or corrected.
The Body of the Minutes: Each section or item of business should have its own paragraph and be identified to make it easier to locate topics of discussion. The body of the minutes should contain the business conducted by the Chapter in chronological order (usually according to the Agenda) and may include the following:
Reports of Officers. Each officer’s report should have its own separate paragraph.
The Treasurer’s Report should be listed as the first officer’s report. The minutes should reflect the Chapter’s financial information, including the beginning monthly balances of all bank accounts, less deductions, and the ending balance. Also, the monthly financial statement should be attached to the minutes. The Treasurer’s report does not require a motion for acceptance.
Other officers may have reports of business relating to their duties and should be recorded here. If there have been any changes in membership status or other business relating to the duties of the Recording Secretary, this section will also include the Secretary's Report. If there is no report given by an officer or committee chairperson, then state "No Report."
Correspondence. State any motions that result from the reading of any correspondence. Committee Reports. A brief description should be made of each Committee report. Include the text of any Committee recommendations and any action taken. Unfinished Business. This section should not be referred to as “Old Business.” New Business. List each item separately. Program. State the name of the featured speaker. You may want to include a brief description of the program. Announcements. The date and place of the next meeting should be announced by the presiding officer, if applicable, and mentioned in the minutes. Adjournment. This paragraph should state the name of the person making any motion to adjourn and the time of adjournment. Signature of the Recording Secretary. As Recording Secretary, you should type your name and title at the end of the minutes. Omit “Respectfully submitted.” Sign the original (official) minutes before printing and transmitting them to the members and before reading them at the meeting.
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E. Approving the Minutes
Chapters may choose to transmit minutes to members, either by mail or email, prior to meetings. Sufficient time should be given to members to review minutes if they are not being read at the meetings. The President should ask at each meeting whether the members have read the minutes. If a member does not indicate that the minutes should be read out loud, then the President will ask if there are any corrections or additions to the minutes, and then approve the minutes as read or corrected.
The President may ask the Recording Secretary to read the minutes of the previous meeting. The Recording Secretary will proceed to read the entire minutes unless a motion is made to dispense with the reading of any portion. A motion is not necessary to accept the minutes as read or corrected. After the President calls for corrections or additions, she states that the minutes are approved as read or corrected. If there is a dispute regarding a correction, then there can be debate and a vote taken on the proposed correction.
The recording of the approval of the minutes would then be in one of the following ways:
1. Recording Secretary Jones read the minutes of the Chapter Meeting of the Junior Auxiliary of Anytown, Anywhere, held on March 2, 0000, and the minutes were approved as read. or 2. Recording Secretary Jones read the minutes of the Chapter Meeting of the Junior Auxiliary of Anytown, Anywhere, held on March 2, 0000, and the minutes were approved as corrected.
F. Making Corrections to the Minutes Corrections to the minutes are made by striking through the incorrect portion, and the correction is written in pen in the right-hand margin of the minutes, or above the portion to be corrected if easily read. The Recording Secretary then initials and dates the correction in the margin next to the correction. The Recording Secretary signs and dates the minutes on the last page in the lower left-hand corner of the minutes and notes whether the minutes were "approved as read" or "approved as corrected" after the Chapter has approved the minutes. You should not retype the minutes with the corrections.
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G. Typing the Minutes Use the following suggestions when typing the minutes. (See Appendix for Sample of Typed Minutes.) 1. Consider establishing a font and print size to keep all minutes uniform.
Example: 1st Line-Heading (Meeting)-Arial 18 Bold & Center
2nd Line - (Chapter Name) - Arial 16 Bold & Center 3rd Line - Day and Date - Arial 12 Bold & Center
MINUTES (All Caps) - Arial 14 Bold & Center Body of Minutes -Arial 11 2. Use the Agenda as a guide for taking and typing the minutes. 3. Each subject should be given its own paragraph. 4. Justify the body of the minutes, if possible. Use a spell check program. 5. State the member's position as well as the first and last name of members the first time mentioned. Use only the member's position and last name thereafter. (for example: use "President Sue Smith" the first time she is mentioned; any subsequent mention should say "President Smith") 6. Avoid the use of pronouns if possible or use sparingly, i.e. she, he, we, they, them, etc. 7. Avoid the use of descriptive words (adjectives), i.e. “Smith made an ugly motion to . . .” 8. Avoid the use of criticism, judgment, personal comments or suggestions. 9. Write in full sentences and do not use abbreviations. 10. Add a header in the upper right hand corner of each page, beginning with the second page. Example of header:
Type of Meeting (i.e.: Chapter Meeting) Date Page 2
11. Capitalize the following words:
Classes of Membership (Active, Provisional, Non-Resident, Life and Associate) Chapter Region
National Area Meeting Annual Education Conference
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12. Attachments to the Minutes: Agenda Roll Call Treasurer’s Report (financial statement) Standing Committee Reports Correspondence of importance Any other items of importance that pertain to what was reported in the minutes.
Avoid typing officers’ and standing committees’ written reports verbatim into the minutes. Use these reports as a guideline when typing the minutes. It is also important to include any relevant Chapter discussion that occurred during officers’ or standing committees’ reports.
13. When recording a bylaws change, state how the bylaw reads in its current form, then the change that is adopted, and then how the bylaw will read in its final form. Rationale or the reasons for the change should also be included. If there is a complete revision of the bylaws, the fact that the motion was made to consider the revision is all that should be stated in the minutes. Then attach a copy of the revised bylaws, as proposed. 14. The names of any officers or committee chairpersons and members being appointed should be recorded in the minutes. 15. Committee or Executive Board recommendations are presented with the same weight as motions and do not require a second since a body of two or more members submits them. 16. Include the name of the person making a motion but do not state the name of the person seconding the motion, but only that the motion was seconded. A second does not mean that the person seconding the motion is in favor of the motion but that she wants the issue discussed. For example, "Treasurer Jones moved that ... Seconded. There was debate. Motion carried."
H. Understanding Basic Terminology Before you can effectively take minutes of a meeting, you must understand some basic terminology and meeting procedures. The Recording Secretary should have more than a basic working knowledge of parliamentary procedure. With this in mind, here is some basic information to help you on your way. (See Appendix IX for Parliamentary Terms in Simple Talk and Parliamentary Procedures at a Glance.) 1. Agenda. The written order of a business meeting. 2. Main motion. Business to be considered by the assembly is phrased in the form of a main motion. “I move that . . .”. The Secretary writes in the minutes the name of the maker of the motion, the complete wording of the motion, if it is debated and the result of the vote – whether it was adopted. Then be sure to include the correct terminology used after the motion in the minutes. "Motion Carried." "Motion Failed."
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3. Second. All motions must be seconded before the chair places them before the assembly for a discussion or a vote. A second does not mean the member is in favor of the motion. It means only that the member wants to hear it discussed. The name of the person who seconds the motion is not placed in the minutes. 4. Discussion or Debate. Debate is not recorded in the minutes, but the fact that the motion was debated is included in the minutes. 5. Pending. This word means that a motion is under discussion and has not been disposed of (not been adopted or defeated). 6. Vote. The secretary records in the minutes that the motion was adopted or defeated. If the vote is taken by ballot, the number of “yes” and the number of “no” votes are recorded in the minutes. 7. Who Carries out the Motion. After a motion is adopted, the chair should state who carries out the action. This is recorded in the minutes. 8. Subsidiary Motions. These are motions that affect the main motion in some way. The most common are: Amend, Refer to a Committee, Postpone to the Next Meeting, Previous Question (close debate) and Lay on the Table. These motions are recorded in the minutes if they are adopted. 9. Privileged Motions. These motions can be made when a main motion or subsidiary motion is pending. The most common are: Recess and Adjourn. 10.Incidental Motions. These motions deal with questions of procedure arising from the pending business. The most common are: points of order, appeal from the decision of the chair, suspend the rules, division of the assembly. 11.Division of the Assembly. Any member who doubts the results of a voice vote can call out from where the member is seated the word “division.” The chair must immediately retake the vote as a rising vote. This is recorded in the minutes only if the vote is different by taking it visually instead of orally. 12.Motions that Bring a Question Again before the Assembly. This class of motions brings something back for further consideration. Motions that fit into this class are: Take from the Table, Reconsider the Vote, and Rescind an Action or Amend Something Previously Adopted.
The office of Recording Secretary is a very important yet rewarding position for a Chapter member. While a serious and demanding role, with a little preparation at the beginning of the term and before each meeting, the job will not be overwhelming for anyone. Remember, you are recording and preserving your Chapter's history.
Appendix I
Secretary’s Meeting Check List
___Agenda for meeting ___Agenda Script for President ___Minutes for meeting ___Roll Call ___List of Committees and members of each ___Motions forms for Members ___Bylaws and Governing Documents ___Parliamentary authority
___Other
Appendix II National Association of Junior Auxiliaries, Inc.
INDIVIDUAL PERMANENT RECORD NAME ______________________________ PROVISIONAL ______
ADDRESS ___________________________ ACTIVE ____________
LEAVE OF ABSENCE ___________________ LIFE _______________
ACTIVE STATUS YEAR SERVICE FINANCE EDUCATION ADMIN ATTENDANCE DUES CREDIT
YEAR OFFICES COMMITTEE CHAIRMAN
Appendix III
SAMPLE
Agenda Form
1. Call to order 2. Opening ceremonies – prayer, pledge to the flag, organizational creed. 3. Roll Call 4. Reading and approving of the Minutes 5. Reports of Officers
Treasurer’s report Correspondence
6. Committee reports 7. Special Orders – nominations and elections, motions made special orders 8. Unfinished Business 9. New Business 10. Announcements 11. Adjournment
Appendix IV Sample Script for Presidents
Assembly Meeting February 10, 2002
1. The meeting will come to order. [one rap of the gavel] 2. The first business in order is the reading of the minutes. Will the secretary read the
minutes of the January 10th meeting? [After the secretary reads the minutes ask] Are there any corrections? [If there are no corrections say] The minutes are approved as read. [If corrections, state the corrections and say] The minutes are approved as corrected. [Then ask] Will the secretary read the minutes of the January 25th meeting? [After the secretary reads the minutes, ask] Are there any corrections? [If none say] The minutes are approved as read. [If corrections, state the corrections and say] The minutes are approved as corrected.
3. The next business in order is the reports of the officers. May we have the treasurer's report? [After it is read ask] Are there any questions? [if there is a question ask the treasurer to answer the question. After questions are answered say] The treasurer's report is filed.
4. The next business in order is correspondence: Will the secretary read the letter from the Chamber of Commerce to participate in a booth for annual fair? [after the secretary reads it ask] What are the members wishes concerning this? [If a motion is made, repeat the motion, ask for discussion. After discussion take a vote. Announce the result of the vote.] Will the secretary read the letter from the Youth Choir for a request for donation for trip to Russia? [After the secretary reads it, say] What are the members’ wishes? [If'a motion is made, repeat the motion, ask for discussion. After discussion take a vote. Announce the result of the vote.]
5. The next business in order is committee reports: We will first take up the motion that was referred to the Budget Committee "to purchase new office furniture for the Executive Director." May we have the report of the chairman? [After the report the motion is then under discussion] The question is on the adoption of the motion "to purchase new office furniture for the Executive Director. Is there any discussion? [If amendments take them up as made, repeat them, ask for discussion on the amendment and take a vote. Then be sure to take a vote on the motion as amended. Announce the vote.] The next report is that of the Social Committee about the Spring Social. May we have the Committee's report? [After the report, if there is a motion, take it up, if it is just a general report then ask] Are there any questions? [After questions, then say] The report will be filed with the secretary. The next report will be the Finance Committee who will give us the projected returns from our investments. John... [After report ask] Are there any questions? [After questions say] The report will be filed with the secretary.
6. The next business in order is Special orders. According to our bylaws, at this meeting we are to select a nominating committee of three. The committee will submit nominations for the officers at our next meeting. Are there any nominations for this committee? [Take nominations and then vote on the names] [repeat the nominations given by the members]
is nominated. is nominated.
is nominated.
Are there further nominations? Here none nominations are closed. [Now take the vote on each candidate.] All those in favor of __________to serve on the nominating committee, say "aye". Those opposed say no. [Announce the vote] The ayes have it and ________ is elected to serve on the nominating committee. [keep doing this until all elected.]
7. The next business in order is Unfinished Business. The first item is the motion that was postponed to this meeting "to lease a new office space." Is there any discussion? [take discussion and then a vote.] The second item is the motion that was postponed to this meeting "to hire the String Fellows Band for the Annual Spring Social." The question is on the adoption of the motion "to lease a new office space." Is there any discussion? [take discussion and vote]
8. The next business in order is New Business. The first item is the Spring Clean up day. What are the members wishes? [entertain a motion, discuss it and take the vote] The next item is Painting board room & Secretary's office. What are the members wishes? [entertain a motion, discuss it and take the vote] The next item is sending representatives to a regional meeting. We are to send two delegates. The meeting will be April 1st, 2nd, and 3rd. Are there any volunteers or nominations? [after volunteers or nominations and a vote ask] Is there any other new business? [keep asking this until no more new business]
9. The next business in order is Announcements — The date of next meeting is March 10th . Are there any other announcements?
10. If there is no further business, [pause and wait to see if someone is rising] this meeting with adjourn. [pause again to see if someone is rising] If there is no objection, this meeting will adjourn. [wait to see if there is an objection, if there is one then take a vote, if none say] The meeting is adjourned. [rap the gavel once.]
Appendix V
MOTIONS FORM
I move that _________________________________________ Signature _______________________ Date _____________
MOTIONS FORM
I move that _________________________________________ Signature _______________________ Date _____________
Appendix VI EXAMPLES OF MOTIONS
The minutes should record all main motions and include the following: * Who made the motion? * Was the motion adopted or defeated, or temporarily disposed of? * List any secondary motions or amendments. * You may include a brief description of the debate and rationale. * The exact language should be recorded. * Bold “Motion carried.” or “Motion defeated.” Motions In the minutes should be stated as: * “First Vice-President Randall moved to accept the budget as proposed.” * When making motions, members should state a motion as “I move to .... “ The minutes should state whether the motion was seconded but not the name of the person making the second.
Some examples of motions are:
Example: First Vice-President Jones moved to accept the proposed budget for 0000-0000. Seconded. The motion was debated. Motion carried. (or “Motion defeated) Example: Barbara Ellison moved that the Chapter require each Active member to complete a minimum of 30 service hours. Seconded. After debate and amendments, the motion read, “that the Chapter require each Active member to complete a minimum of 30 service hours beginning with the 0000-0000 year.” Motion carried.
If minutes of the previous meeting are not being read at the next meeting, a motion must be made and accepted to read the minutes at a later date, or on a specific date. Example: Ex-Officio Wright moved to dispense with the reading of the minutes until the next Chapter meeting (give date). Seconded. Motion carried.
If an item is being moved on the agenda, a motion should be made to move the agenda, or suspend the rules.
Example: You could state the motion as: “the rules were suspended so that the members could take up the report of the Nominating Committee.” If the motion to suspend the rules was defeated, there is no need to mention the motion in the minutes.
The following motion can be made if an item is to be postponed indefinitely, or to a specific date: Example: Barbara Ellison moved “that we purchase a copy machine to be used by members.” After debate, the motion was postponed indefinitely. Example: Barbara Ellison moved “that we purchase a copy machine to be used by members.” After debate, the motion was postponed to the March meeting. If a motion is being referred to a committee, the following motion can be made: Example: Barbara Ellison moved “that we purchase a copy machine to be used by members.” After debate, the motion was referred to the Finance Committee to research the cost and budget, and report to the Executive Board in March.
Appendix VII Example of Minutes
CHAPTER MEETING
JUNIOR AUXILIARY OF ANYTOWN, ANYWHERE
April 5, 0000 MINUTES
The Chapter Meeting of the Junior Auxiliary of Anytown, Anywhere, was called to order by President Sue Smith at 9:30 a.m. on April 5, 0000, at the Chamber of Commerce. Alicia Roberts opened the meeting with the Junior Auxiliary Prayer.
Recording Secretary Janet Jones called the roll. (See Attachment #1) Present were 29 active members and 8 Provisional members. Associate member Jan Reed also attended the meeting. Guests included Sue Jenkins and Betsy Clark of the Center for Battered Women.
Recording Secretary Jones read the minutes of the Chapter Meeting of the Junior Auxiliary of Anytown, Anywhere, held on March 1, 0000. The minutes were approved as corrected.
Report of Officers
Treasurer - Treasurer Tanya Wilson distributed the financial report for March 0000. (See Attachment #2) Wilson reported that the beginning balance in the checking account was $2,120.04, and deducted expenses were: $8.01 as printing charges for the Chapter newsletter; $25.00 for postage; and $19.25 for the purchase of uniform pants for a child (School Uniform Project). The ending balance of the checking account was $2,067.78. No deductions were made during March from the savings account, and the ending balance was $4,040.24. Treasurer Wilson stated that the bank statements would be available after the meeting if members wished to review them. The Treasurer’s Report was filed for audit. President - President Smith read correspondence from the National Association of Junior Auxiliaries, Inc., which included the Call to Annual Meeting 0000 and a letter dated March 28, 0000, from NAJA Second Vice-President Trudy Work regarding hostess Chapters for the Annual Education Conference.
President Smith announced that the Committee to Complete the Annual Standards Review will meet on Wednesday, April 13, 0000, at 6:00 p.m. at the home of Member Ruth Count to complete the report.
First Vice-President - First Vice-President Mary Collins congratulated the Provisional members for completing Provisional training, and moved to accept (names) as Active members. Seconded. Motion carried. The Big Sisters (Active members) were revealed as they presented their Little Sisters (Provisional members) with a gift.
ReidJ.J. 5/10/00
Chapter Meeting April 5, 0000
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Second Vice-President - Second Vice-President Beth Clark thanked members for turning in final hour sheets at the March meeting, and for projecting hours for April. All hour sheets had been received. Recording Secretary - Recording Secretary Jones displayed the Chapter’s Permanent Record Book which included the original minutes, agendas, and attachments for the past year. Corresponding Secretary - Corresponding Secretary Pat Jacobs read letters from Wendy Scott, Karen Nichols, Pam Williams, and Nancy Morris requesting a change of membership status from Active to Associate. First Vice-President Collins moved to accept the requests and to grant Associate status to these four members. Seconded. Motion carried. Recording Secretary Jones stated that the change in membership status cards would be sent to Headquarters notifying NAJA of the Chapter’s four new Associate members. Standing Committee Reports Finance - Finance Chairman Chris Baker announced that the Finance Committee would meet at her home on Tuesday, April 19, 0000, at 9:00 a.m. to discuss the budget for the 0000-0000 fiscal year. Baker reported that the Chapter’s 5th Annual Golf Tournament had been scheduled for Saturday, September 25, 0000, at the Sherwood Forest Golf Club. A sign-up sheet for various responsibilities was passed around, and each member was encouraged to secure at least one team to play in the tournament. Projects - Projects Chairman Glenda Watson thanked those members who served as Chapter Project Chairmen during the past year, and announced the Chairmen for 0000-0000. Reports were presented by the Chairmen of the Chapter Projects as follows: Adopt-a-School - No report. Bear Necessities - No report. Children’s Festival - Chairman Lisa Kendrick reported that attendance this year was the largest ever with 440 children and adults participating. Kendrick requested members to submit the names of participating individuals and businesses to Committee member Julie Moore in order to send letters of appreciation to the sponsors. Evaluation sheets were distributed and members were requested to complete the forms prior to leaving the meeting. Child Welfare - Chairman Paula Marks reported that Committee members had cared for the children of the Chapter’s “adopted family” so that the parents could attend a parenting workshop. Community Arts - Chairman Liz Frazier reported that the “Three Little Pigs” performance at the Little Theater was scheduled on Saturday May 6, 0000, at 3:00 p.m. Chapter members were encouraged to assist, and a sign-up sheet was distributed.
Chapter Meeting April 5, 0000
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Project Graduation - Chairman Susie Blake reported that the Committee was securing prizes from local businesses to be given at Project Graduation. The event is scheduled for Friday, May 20, 0000. Members were requested to check their assignments.
School Uniforms - Chairman Alicia Strong reported that the Committee had received a call from Little Oak Elementary School requesting that the Chapter purchase new uniform pants for a child who had outgrown his clothes. Two pair of pants had been purchased for the child and delivered to the school.
Public Relations - Public Relations Chairman Melissa Stewart thanked Chapter members for attending the special “JA Week Kickoff” ceremony held on Monday, April 4, 0000, which was sponsored by the City of Anytown to honor the Chapter for outstanding service to the community. Articles and pictures of the event were being submitted to NAJA Headquarters for possible publication in The Crownlet. Public Relations Chairman Stewart reported that The Star ran a special section in the April 3rd Living Section in conjunction with JA Week.
Education - Education Chairman Pearl Freeman reported that all members had completed the required 12 education hours. President Smith thanked the Education Committee for providing opportunities for members to obtain education hours, especially those held after Chapter meetings.
Freeman reminded members of the upcoming opportunity to obtain Education hours by attending the Annual Education Conference. Credit would be received for the workshops and meetings attended.
Scholarship - Chairman Liz Bennett announced that the Scholarship Committee would meet on Monday, April 11, 0000, to review the submitted applications and to select two Scholarship recipients.
Nominating - No report.
Constitution - Constitution Chairman Chris Jenkins stated that the Bylaws and Policies had been revised, and that two copies reflecting the revisions would be attached to the Chapter's Annual Report and submitted to NAJA by the deadline of May 1, 0000. UNFINISHED BUSINESS
Chapter Social Dues - The Chapter revisited discussion regarding whether to increase the social dues of Active members. Barbara Ellison moved that the Chapter require each Active member to pay $35 in social dues per year. Seconded. After debate, the motion was amended “that the Chapter require each Active member to pay $30 in social dues per year, beginning with the 0000-0000 fiscal year.” Motion carried. Annual Education Conference 0000 - President Smith reported that 10 members were attending Annual Education Conference 0000 in Anicetown, Somewhere. The three delegates to attend the Business Meeting are President Smith, Treasurer Wilson, and Corresponding Secretary Jacobs.
Chapter Meeting April 5, 0000
Page 4
President Smith reviewed the proposed NAJA Constitutional changes with the membership. Smith encouraged members to ask questions and to provide input to the Chapter delegates regarding the proposed changes. President Smith reminded the members attending the Annual Education Conference to prepare a summary of the workshops and speaker sessions to be presented at the May Chapter meeting. NEW BUSINESS Program - Education Chairman Freeman introduced the guests, Sue Jenkins and Betsy Clark of the Center for Battered Women, who informed the Chapter of services provided by the agency to abused women. Installation of Officers - Officers for the new year were installed and will begin their office on May1, 0000. ANNOUNCEMENTS President Smith announced that the next Chapter Meeting would be held on Tuesday, May 3, 0000, at 6:00 p.m. at the Chamber of Commerce. There being no further business, the Chapter Meeting of the Junior Auxiliary of Anytown, Anywhere, held on April 5, 0000, was adjourned by President Smith at 10:45 a.m.
Janet Jones Janet Jones Recording Secretary
Approved as corrected Janet Jones 5/10/00
SusanJ.J. 5/10/00
Appendix VIII
PARLIAMENTARY TERMS IN SIMPLE TALK Abstain To deliberately refrain from voting. Acclamation No one has opposed the election of a candidate. Adjourn To halt the proceedings until another time and/or to another place. Amend To change an item by adding, removing, or inserting a word or words. Bylaws Regulations that govern an organization. They may be found in the Constitution. Constitution A statement of an organization’s basic objectives, structure, and methods of
operation. Fiscal Year The financial year of an organization. Floor A person formally recognized by the Chair to speak has the floor. General Consent Unanimous agreement (no one objected). Main Motions A formal proposal placed before a meeting to be debated and a decision reached. Majority More than half the total voting group present at a meeting. In some cases, when
the rights of the group are affected by the decision, a two-thirds majority is required.
Quorum The number of people, usually the majority of the organization’s members,
required to hold an official meeting. The number constituting a quorum is found in an organization’s constitution or bylaws.
Recess A brief interruption in a session. Rescind To cancel a previous action. Resolution A motion written in a formal style. Table A motion to place a main motion and all amendments to it in the Secretary’s book
without further discussion. A motion is later required to take the motion “from the table.”
