Upon motion, the club proceeded to the election of regular officers. Mr. William Gaskell was elected president and Miss Jane Moon secretary. The Committee on Constitution and By-laws presented the following report which, on motion, was received and adopted: (Report) Mr. Jacob Williams, chairman of the committee appointed at the previous meeting to make a report upon common errors of speech and to suggest plans for keeping them before the pupils, submitted a list of mistakes and advised that posters be used to call attention to the common errors. The report was adopted and a committee was appointed to prepare The meeting then adjourned. Attest: William Gaskell, President. the posters. Jane Moon, Secretary. Note that the date of the next meeting is not given. The date is given only when the meeting is adjourned to some other date than that of the next regular meeting. 3. Adjourned Meeting. The next meeting of the "Good Speech Club" was an adjourned meeting. The record of the adjourned meeting did not differ in form from that of a regular meeting except in the opening sentence, which read: "An adjourned meeting," etc., instead of "A regular meeting," etc. 4. Special Meeting. A few days later a special meeting of the "Good Speech Club was called to hear a talk on "The Use of English," by Professor H. C. Clark. The record of the special or called meeting stated that it was a special or called meeting and that it was duly or properly called. It also stated the purpose for which the meeting was held. These points are found in the following form: Austin, Texas, A called meeting of the "Good Speech Club" was held in the school auditorium at 4 P.M. Jan. 14, 1919, the President in the chair. The following notice of the meeting was read by the secretary: Austin, Texas, There will be a special meeting of the "Good Speech Club" in the assembly hall at 4 P.M., Jan. 14, 1919, for the purpose of hearing a lecture on "The Use of English" by Professor H. C. Clark. By order of the President. Jane Moon, The address was well received by the large audience, and the club feels assured that the speaker's advice will be helpful to the members. Attest: William Gaskell, President. Jane Moon, Note that no mention is made of the reading of the minutes of the previous regular meeting. These must be read at the next regular meeting, together with the minutes of the special meeting. 5. Subject Matter of a Record. A record of the proceedings of a meeting should embrace only such matters as receive the attention of the meeting. (1) If a motion is not seconded, it receives no attention and should not be recorded. (2) If a member offers a resolution signed by himself alone and it fails to receive a second, it should not appear in the record. A resolution signed by two or more persons must receive attention and should be recorded. (3) If a disturbance occurs at the meeting and no formal notice of it is taken, the record should contain no reference to it. (4) If a member makes a speech thanking the organization for courtesies shown him, the fact should be mentioned, as it is assumed that his speech received the respectful attention of the meeting though no response may have been made to it. For the same reason, mention should be made of all speeches or essays made by request of the organization, even though a vote of thanks may not have been tendered. The record of a literary or social club may contain an account of the literary or social features of the meeting, and even a brief outline of the informal discussions that occurred; but the record of a business organization should contain only the barest mention of formal features, and should make no reference to informal discussions. 6. When a Quorum Is Not Present. If a meeting is called to order and it is found that a quorum is not present, the facts should be recorded in the following manner: The "Good Speech Club" met at [Heading] the President in the chair, but for want of a quorum the meeting was adjourned to ., 1919. Jane Moon, If the meeting was not called to order, the following minute should be made : [Heading] As a quorum was not present at the hour for the regular meeting, the club was not called to order. Jane Moon, EXERCISE 1. Write the minutes of the first or preliminary meeting of a Boys' Corn Club. 2. Write the minutes of a meeting of the club after it has been permanently organized. Include in this record a motion inviting the principal of the school to address the club at its next meeting. 3. Write a call for a special meeting of the club. 4. Write the first paragraph of the minutes of this meeting. 5. Write the opening sentence of the minutes of an adjourned meeting of the club. 6. Make a record of a meeting that was adjourned for want of a quorum. 7. Write an item for the minutes of a literary society that could not be properly used for the minutes of a business organization. NOTICES 1. A secretary must not only keep a record of all meetings, but he must make known to the proper persons such items of information contained in the minutes as the organization may wish them to know. For example, if a member is elected chairman of a committee, it is to the interest of the organization that he should be informed of his election, and it is the duty of the secretary to communicate this information to him, together with the names of the other members of the committee. It is also the secretary's duty to inform the other members of the committee of their election, and to furnish them with the name of the chairman. Examine carefully the following forms: Mr. James Wales, DEAR SIR: [Heading] At the meeting of the Boys' Corn Club, held March 3, 1919, you were elected chairman of the Finance Committee. The other members of the committee are Mr. W. H. Henning and Mr. H. A. Matthews. elected a member of the Finance Committee. The chairman of the committee is Mr. James Wales. [Signature] |