Minutes & Reports of Officers - PPTQ Sec 48

In an ordinary society, the minutes should contain a record of:

• what was said at a meeting by all the members who debated.

• what was done at a meeting.

• the president's and secretary's opinions.

• detailed opinions of the parliamentarian.

Which one of the following should generally not be included in the minutes of a meeting?

• The kind of meeting

• The name of the seconder of a motion

• The fact that the regular chairman and secretary were present

• All points of order and appeals and the reasons given by the chairman for his or her ruling

In writing minutes, a proficient secretary will

• Include personal observations and conclusions on debate.

• Summarize motions and include all debate.

• Include all motions in one paragraph.

• Use the exact wording of motions that are acted upon.

If a secondary motion is withdrawn, the

• Motion does not appear in the minutes.

• Minutes must show who proposed the motion.

• Minutes must show that the motion was withdrawn.

• Motion is circled and initialed by the secretary in the minutes.

The last paragraph of the minutes should state

• Which motions were seconded.

• All notices of motions.

• All sustained points of order.

• The hour of adjournment.

The number of votes on each side should be entered in the minutes

• On a voice vote.

• If the chairman conducts the initial vote by division.

• When a count is ordered or the vote is by ballot.

• In small assemblies when the initial vote is by a show of hands.

Which of the following information about a guest speaker should not be included in the minutes?

• The guest speaker's name

• A summary of the guest speaker's remarks

• The subject of the guest speaker

• All of the above

Normally, in most organizations, the minutes of each meeting are read and approved

• By the officers when they meet to plan the next meeting.

• At the end of the regular meeting before adjournment.

• At the beginning of the next regular meeting after the meeting is called to order and opening ceremonies are completed.

• Whenever the chairman determines there will be adequate time to discuss them in detail.

An adjourned meeting of an ordinary society has its minutes approved at the next

• Meeting of the officers of the society.

• Regular or adjourned meeting (whichever comes first).

• Adjourned meeting.

• Special meeting which is usually called for the purpose of approving the minutes of an adjourned meeting.

Any corrections and the approval of the minutes are normally accomplished by

• A two-thirds vote of the assembly.

• The secretary without permission of the assembly.

• Unanimous consent of the assembly.

• A directive from the chairman after they are read to the assembly.