Page 42 - Student Organizations Manual

Identify a presiding officer for the meeting and take time with this individual to re-
view the agenda items.
Notify individuals with specific responsibilities at the upcoming meeting (e.g., sec-
retary, treasurer, committee chairs, project chairs, etc.) including the nature of their
duties for the meeting and when they appear on the agenda
Notify members and remind them of the meeting time and place. Note: Sometimes
more than one notification is required.
Secure the room/location for the meeting and see that all supplies for attendees
are available, including the gavel for the presiding officer and an American flag if
the Pledge of Allegiance is to be included in the meeting.
I. Call To Order:
President (or other presiding officer): “The September 20
th
meeting of the South
Lakes Chapter of the National Honor Society is now called to order.” (Rap gavel
twice.)
Pledge of Allegiance: “Please stand and recite with me the Pledge of Alle-
giance.” (Face the flag, “I pledge allegiance to the flag…..”)
President: “Thank You. You may be seated.”
II. Roll Call:
President: “I now call upon the Chapter Secretary, (identify the secretary by
name), to take the roll.”
Secretary: Following the completion of the roll call (whether orally or an alterna-
tive method), the Secretary announces whether quorum* has been reached for
the meeting.
Secretary: “Mr./Ms. President, there are ___ members present and a quorum
has/has not been established.
President: “Thank You”
III. Minutes:
President: “Will the secretary now please read the minutes of the last meeting?”
Secretary: Reads the minutes. Note: Minutes should be written , reviewed, and
approved by the president and adviser prior to presentation at this meeting to
minimize the need for corrections, additions, deletions, etc.
President: “Are there any additions or correction to the minutes?” (Members
provide corrections if there are any.) “If there are no (further) corrections or addi-
tion to the minutes, I will ask for a motion to approve the minutes as read (cor-
rected).”
Chapter member: I move to approve the minutes as read (corrected).”
Another member: “I second the motion.” (There is no discussion on this motion.)
President: “All those in favor, say “aye.” [Group votes]
All those opposed, say ‘nay’.” [Group votes]
President: Announce if the motion passed or not. “The motion passes/does not
pass.”
IV. Treasurer’s Report:
President: “Will the Treasurer, identify by name, now please give the treasurer’s
report?”
Treasurer: Presents report. At the conclusion: Mr./Ms. President, I present this
report for your approval.”
President: “Thank You. Are there any questions?” Field Questions that arise;
allow treasurer to prove explanations as needed. At the conclusion of the
discussion:
President: Without any (further) questions or objections, the report is approved
as presented.” (Rap gavel once.)
V. Committee Reports:
President: “We will now ask for Committee Reports.” Using a master list of cur-
rent committees, the president can ask each chairperson if he or she has a report
to make. Allow the reports to be given. Thank each report giver upon the com-
pletion of his or her report and ask the group if there are any questions for that
committee. Note Committee chairs should be given a time line for their reports
(
e.g., two minutes) prior to the meeting. Written summaries or handouts can fa-
cilitate the expeditious handling of committee reports.
VI. Old/Unfinished Business:
President: “We will nowmove on to unfinished business. The first item of unfin-
ished business is….” Review each item of Unfinished Business in the order pro-
vided by the meeting Agenda.
President: “Are there are other items of New Business for today? If not we will
nowmove on to New Business.”
VII NewBusiness:
President: “We will begin the New Business with the consideration of…” Re-
viewNew Business items from the Agenda.
President: “Are there any additional items of New Business? (pause) If not, we
will not have additional Reports and Announcements.”
VIII Reports and Announcements:
[
Sections VIII and IX can be switched per preferences.]
President: “Are there are reports or announcements for the group?”
Many chapter will begin report/announcements with input from the chapter
adviser.
The president recognizes each report/announcement giver by name (and title
where relevant); ask each presenter to stand. Upon completion, thank each pre-
senter and ask if there are any additional reports or announcements.
IX. Program:
President: We will nowmove to the program for today’s meeting.” Introduces
the program speaker or other activity or event for the meeting.
Presentation (with a pre-set time limit).
At the conclusion of the presentation, thank the presenter by name and offer a
reference to the value of the content to the group.
X. Adjournment
President: “Thanks to everyone for attending today’s meeting. A final reminder
that our next regularly scheduled meeting is set for Tuesday, October 16. If there
is no further business (pause), I will ask for a motion to adjourn the meeting.”
Member: “I move to adjourn the meeting.”
Another Member: I”I second the motion.” This is non-debatable; proceed to the
vote.
President: (If approved) “The September meeting of the South Lakes NHS chap-
ter is now adjourned.” (Rap gavel once.)
Note if the chapter wished to adjourn the meeting before all the business has
been completed, the meeting must be adjourned by a motion.
*
Quorum: Standard quorum rules call for at least 50%of members to be present
to conduct official business. A different quorum level can be developed and in-
cluded in the group’s bylaws. Failure to have a quorum simply means that no of-
ficial business can be conducted, though reports and program can be presented.
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