Sample Meeting Agenda and Meeting Minutes

VII. Programs Appendix . Programs Appendix Remember that as chairman of a meeting, you are responsible for the smooth and orderly conduct of the meeting. You have the elected authority of your group. It is your job to see that each person wishing to have a say on a particular issue is recognized and allowed to speak. If other members begin to talk while someone else has the floor, rap your gavel for attention and remind them of who has been recognized to speak. The chairman should project an impartial image during a meeting. Should he wish to get involved in debating an issue, or in making a motion, he should ask the vice-president to take the chair temporarily while he becomes just a regular member of the group who must be recognized by the acting chairman before speaking, etc. Once that particular piece of business is completed, the original chairman can resume his role as chairman.

Meeting Agenda We recommend that the president follow an agenda similar to that below. The items in parenthesis show some of the most likely subjects that could come up in your meetings, and where they would be placed on your agenda. You likely will not need all these subjects for each meeting, and you may have others not listed here that should be added to your agenda. But this example provides a model from which to build your own agenda for each meeting. A. Call to Order (After the chair looks around and determines that a quorum is present, he or she waits or signals for quiet and then calls the meeting to order. Tap gavel three times if necessary. “The meeting of the High Ridge Chapter of EASA will come to order.”) B. Roll Call (The secretary may call the roll, or you should pass a sheet around for everyone to sign, or you may have everyone stand and introduce themselves. Any special guests other than your speaker should be introduced by the head table or the person inviting them.) C. Minutes of Previous Meeting (The minutes should be distributed in advance with copies also at the meeting. Ask if there are any corrections. If none, you can notes the minutes are approved as circulated.) D. Reading of Communications (The secretary should read important letters that pertain to business affecting the full chapter membership, such as seminars, dues collections, invitations from other chapters, and so forth.)

3. (Chapter treasurer reports on financial status) 4. (Chapter secretary) (Officers report on their activities since last meeting)

F. Report of Committees 1. (Bylaws Committee) 2. (Publications Committee) 3. (Membership Committee) 4. (Others) (Committee chairmen report on activity only. Any projects or proposals requiring action or vote should be scheduled under New Business.) G. Unfinished Business 1. (Joint Meeting) 2. (Private Seminar) (Bring up any items that were left incomplete after last meeting.) H.

New Business 1. (Christmas party) 2. (Bylaw changes) 3. (Budget) 4. (Election of officers)

I. Business from the Floor (The secretary should make notes on items brought up by the membership for discussion or action at this time since these should also be included in the minutes.) J. Speaker or Special Program (Introduce whomever will introduce the speaker or introduce the speaker using the TIS formula.) K. Thank Speaker (Try to refer to something valuable from the speaker’s talk and be as gracious as you can.) L. Make Announcements (Give special reminders of upcoming events, meeting dates, program, parking, etc.) M. Adjournment (A motion to adjourn may be made, seconded and approved by the majority, and the chair can declare a meeting adjourned.)

E. Report of Officers 1. (Chapter president) 2. (Chapter vice president)

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VII. Programs Appendix Using this sample agenda, we have prepared minutes for this hypothetical meeting. Notice that the headings in the “Sample Minutes” that follow correspond with the headings given in the agenda, and that each item on the agenda is accounted for in the minutes—even if no specific action was taken.

Writing the Minutes The key to writing the minutes of your chapter meetings is to begin the meeting with a complete agenda that itemizes all the

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business to be conducted, and the order in which it is to be presented. Therefore, the president should make certain he has such an agenda to follow and that he gives a copy of it to the secretary or executive secretary. Preparing the minutes is then simply a matter of reporting the outcome of each item on the agenda. (See next Page for Sample of Minutes)


VII. Programs Appendix

MINUTES

Louisiville Chapter of EASA Airport Marriott Hotel - Louisville, Kentucky June 8, 2014 Call To Order The monthly meeting of the Louisville Chapter was called to order by President Elmer Smith at 8:00 p.m., June 8, 2014. Roll Call After the introductory welcome and invocation, the secretary called the roll. Attached is a list of the attendees. Reading Of Minutes From Previous Meeting A motion was made to dispense with the reading of minutes from the previous meeting and approve the minutes as distributed. The motion was seconded and approved. Reading Of Communications The Secretary read a letter from the European and World Chapter inviting our membership to attend the European and World Chapter’s next meeting, to be held in Tenerife, Spain this September. Report Of Officers 1. President Smith reported on the EASA International Convention, which he attended the preceding week. 2. Treasurer Alan Webfoot reported on the financial status of the chapter. Our present bank balance is $1,379.28. Report Of Committees None. Unfinished Business Private Seminar. Members discussed the possibility of sponsoring a private EASA seminar at a future chapter meeting. It was agreed that President Smith would contact EASA HQ to research available dates for the Fundamentals of Pump Repair seminar. New Business 1. Christmas Party The members discussed plans for the annual Christmas party and selected December 21 as the tentative date. A committee was appointed to handle the arrangements. A motion was then made and seconded to accept the changes as approved. 2. Budget The Treasurer submitted an itemized budget for the next fiscal year. After discussion, it was moved that the 2014-2015 budget be accepted as proposed. Seconded and approved. 3. Election of Officers The nominating committee had not yet completed putting together its slate of officers for the coming year. This will be placed on the agenda for the next meeting. (Note: This item would go under “Unfinished Business” in the next meeting’s agenda.)


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