“Are there any questions regarding the report?” “_ will present the report of the _committee.” The person making the report moves the adoption of any recommendations. Reports of Committees (Officers and chairmen, including the principal, faculty representatives, and student representatives on the secondary level) Bylaw Committee, Library Committee – Action Item, Convention Committee, Fundraising Committee – Action Item President calls for the report of the committee. To approve fundraising activities ( Standards for PTA Fundraising).”įor the president and one additional elected officer to sign the following contract…” ( Contracts).Ī second is not required when a motion comes from a committee/board. To approve the budget ( Approving the Budget Budget Sample).” “You have heard the recommendations such as a motion to approve proposed programs ( Preliminary Planning) ” “The secretary will present the report of the executive board.” Recommendations should be voted on one at a time, the secretary moving the adoption of each one. Report of the Executive Board – Action ItemsĪt association meetings a summary report (not the minutes) is read for the information of the members. “The (corresponding) secretary will read the communications.” (Follow the steps of a motion, Parliamentary Procedures)Ĭommunications are read by the (corresponding) secretary and may be acted upon as read, if action is required. (Check Request System: Payment Authorization/Request for Reimbursement) “It has been moved to authorize the Executive board to pay necessary Summer bills up to the budgeted amounts.” Vote. “It has been moved and seconded that we ratify payment of bills since last meeting” Vote. “It has been moved and seconded that we pay the bills. “The treasurer (or the person assigned) will read the bills.” Ratified bills should be itemized as to amount, who was paid, and what the payment covers ( Payment Authorization/Request for Reimbursement). Any association bills authorized and paid by the executive board must be ratified and recorded in the association minutes. Bills should be itemized as to amount, whom to pay, and what payment covers. Since the approval of the budget does not authorize the expenditure of funds, bills must be presented, and their payment voted upon. (Follow the steps of a motion, Parliamentary Procedure) “It has been moved and seconded that the audit report be adopted” Vote. Audit Report (semi-annual) ( Audit Report, Auditor’s Report) – Action ItemsĪ motion is needed for adoption of this report. “The report will be filed for the audit.” No motion is needed for adoption of the reports. OR “The minutes stand approved as corrected.” “The minutes stand approved as read/printed,” “Are there any corrections?” (Note corrections.) OR “The minutes are posted at the entrance/were distributed at the door.” “The secretary will read the minutes of the _(date) meeting.” (Or with the approval of the group, the minutes may be posted, distributed in advance or assigned to a committee of three or more for approval or correction, especially for the last association meeting.) The secretary addresses the chairman and reads the minutes. Reading and Approval of Minutes – Action Items Optional: Inspirational message, song, other. “_ will lead us in the Pledge of Allegiance. Pledge of Allegiance (if held in public facility). The president will review the meeting’s ground rules. The president stands, raps the gavel once and calls the meeting to order.
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