Standard Procedures for Officers and Committee

As agreed at the Annual General Meeting held on 27th February 2005

FUNDAMENTAL PRINCIPLES

The purpose of these Standard Procedures is to facilitate the transaction of business, making it easier for people to work together effectively and to help members accomplish their purpose. They are also to protect the individual member, ensuring all members have equal rights and that there is the right of free and fair debate, the right for the majority to decide, the right for the minority to protest and be protected.

The definition of a member is one whose application for membership has been approved by the committee, and who has paid all subscriptions and monies due to the Society.

EQUALITY OF RIGHTS

All members have equal rights, privileges and obligations. Every member has an equal right to make proposals, speak or ask questions. Every member has an equal right to nominate, be a candidate for office, vote, or exercise any other privilege of a member in accordance with the rules of the Society.

MAJORITY DECISION

The ultimate authority of an organisation is vested in a majority of its members. By joining the society, a member agrees to be governed by the vote of its majority, except when a higher vote is required. Until the vote on a question is announced, every member has an equal right to voice opposition or approval. After the vote is announced, it is the duty of every member to accept that decision, although they may still hold a contrary view.

MINORITY RIGHTS

The rights of the minority must be protected. Democratic organisations always protect certain basic rights belonging to all members. The right to present proposals, to be heard and to oppose proposals are valued rights of all members, although the ultimate authority of the decision rests with a majority, except when a higher vote is required. The members who are in the minority on a question are entitled to the same consideration and respect as members who are in the majority. The protection of the rights of all members, minority and majority alike, should be the concern of every member. The rights of absentees must also be protected.

THE RIGHT OF DISCUSSION

Full and free discussion of every proposition presented for decision is an established right of members. Each member of the assembly has the right to speak freely without interruption or interference provided that the rules are observed. The right of members to “have their say” is as important as their right to vote.

THE RIGHT TO INFORMATION

Every member has the right to know the meaning of the question before the assembly and what its effect will be. The presiding officer should keep the pending motion clearly before the assembly at all times and, when necessary, should explain it or call on some member to do so. Any motion and its effect should be explained if there are members who do not understand it. Members have the right to request information at the meeting on any motion they do not understand so that they may cast an informed vote.

FAIRNESS AND GOOD FAITH

All meetings must be characterised by fairness and by good faith. Trickery, overemphasis on minor technicalities, dilatory tactics, indulgence in personalities and railroading threaten the spirit and practice of fairness and good faith. If a meeting is characterised by fairness and good faith, a minor procedural error will not invalidate an action that has been taken by the Society. But fraud, unfairness, or absence of good faith may cause any action or decision invalid.

POWERS AND DUTIES OF COMMITTEE AND OFFICERS

No Officer or Committee member has the power to singly make any decision on behalf of the society.

CHAIRMAN

The Chairman is the head of the Society and has the role of leader and presiding officer, and representative of the Society.

At meetings the Chairman has the role of presiding officer and maintains control, yet must always act primarily as a “servant” of the assembly. The Chairman may relax procedures from being too formal, but should return to greater formality if believed necessary.

The chairman should exercise wide discretion in a meeting, and each situation must be met with common sense and fairness to all members, always acting impartially and in good faith. Although the Chairman should not act as a partisan advocate, it is appropriate to state facts of which others may not be aware, provided this is done in an unbiased manner.

The Chairman should stimulate and encourage discussion, and ensure that all sides of a controversial question are presented, where possible alternating the opportunity to speak between those for and those against the question. The Chairman should make sure that all members fully understand all proposals, and what their effect will be.

The Chairman must ensure proper conduct of all present, exposing any railroading and disallow any discussion of personalities, protecting the group from improper conduct, and warning any obstructionists using dilatory tactics; if they persist, the Chairman should deny them recognition to speak.

The Chairman cannot propose or second a motion, and may vote only when an equality of votes occurs. The Chairman does not have the power to make any decision against the wishes of the assembly. If the Chairman has a personal interest in the motion the assembly shall elect a temporary presiding officer for the duration of that motion, whether the motion affects the Chairman favourably or adversely.

If the Chairman is unable to attend a meeting, the secretary calls the meeting to order and presides until a temporary chairman is elected.

SECRETARY

The Secretary is the main representative of the Society and has extensive duties, serving as chief recording and corresponding officer, and custodian of the records of the society. The Secretary works under the direction of the committee, and does not have the power to make decisions or deal with official correspondence, other than on routine matters, without the direction of the committee.

The chief duties of the secretary are:

To deal with the official correspondence of the society as directed by the committee, and keep a correspondence file, except for correspondence assigned to others
To be a signatory of the Society’s cheques.
Preserve all records, reports and official documents of the Society, except those specifically assigned to the custody of others
To keep an up-to-date list of members
Call attention to deadlines and dates for taking certain actions.
Assist the chairman in preparing a detailed agenda of meetings
Prepare and send out required notices of meetings together with any other relevant paperwork
To take careful and authentic notes of the proceedings and prepare minutes of all meetings.
To provide the Chairman or the assembly with the exact wording of a pending motion, or of one previously acted on
To read and produce all documents or communications
Bring to each meeting the minute book, a copy of the Society’s rules and standard procedures and a list of the members
Sign official documents to attest to their authenticity

The Secretary does not forfeit any rights of membership by reason of holding office, and may propose and second motions and discuss and vote on all measures.

TREASURER

The Treasurer is responsible for the collection, safekeeping and expenditure of all funds of the society. The treasurer does not have the power to borrow money or issue funds or cheques except as authorised to do so by the committee.

The chief duties of the treasurer are:

To keep an accurate financial record of the society’s funds
To collect and disburse funds only as directed by the committee.
To report the finances of the society to all committee meetings.
To answer any questions from members on financial matters pertaining to the Society
To submit a full report to the AGM annually
To be the main signatory of the Society’s cheques
To prepare full annual accounts for submission to auditor(s)

COMMITTEE

The Committee is a group of members elected to govern the affairs and to plan, discuss and decide all the matters necessary to carry on the work of the Society, acting for the membership in the intervals between general meetings. The Committee is responsible for the development, management and control of all the Society’s affairs, and to carry out the wishes of the members.

It is the committee’s responsibility to delegate duties, but retain full responsibility for the performance of all duties. Duties can be delegated to a single member or to a sub-committee, both of whom are to report on a regular basis to the Committee.

The final authority of the Society remains in its “members assembled”. Any action of the officers and committee can be rescinded or modified by the membership at a Special General Meeting.

SUB-COMMITTEES

Sub-committees are called into existence by the Committee for a specific task, and shall automatically cease to exist when its final report is issued. If the Committee votes to delegate additional work to a sub-committee, it continues until the new assignment is completed and another report is submitted. The sub-committee consists of as many members as the Committee deem necessary to the specific task, and appoints a Chairman from its’ members. The powers, rights and duties of each sub-committee are appointed by the committee and are laid out in writing to the chairman of the sub-committee. All sub-committees are responsible to and under the direction and control of the Society’s Committee. Membership shall not be confined to general committee members but may comprise of any number of ordinary members so long as at least one general committee or an officer site on the sub committee

REMOVAL OF OFFICERS

Officers or committee members can be removed by a vote of members at a Special General Meeting called for that purpose, notice of which is given to all members, and the accused, in accordance with the rules of the Society.

The meeting must give a fair hearing, the right to counsel and a reasonable opportunity for the officer to present a defence.

Common valid causes for removal from office are:

Continued, gross or wilful neglect of the duties of the office
Failure or refusal to disclose necessary information on matters of the Society’s business.
Unauthorised expenditures, signing of cheques or misuse of Society funds
Unwarranted attacks on any committee member, or refusal to cooperate with the direction of the Chairman.
Misrepresentation of the society and its officers to outside persons
Conviction of a felony

Examples of conduct that are not valid grounds for removal from office are:

Poor performance as an officer due to lack of ability
Negligence that is not gross or wilful
A tendency to create friction and disagreement
Mere unsuitability to hold office.

MEETINGS

General Meetings are open to all members, and any member of the Society may attend.

Committee Meetings. No member or outside person has the right to attend any committee meeting except by invitation of the committee. If the committee wish to invite a member, consultant or other person, it may vote to do so. Since committees may consider business of a confidential nature, which should not be discussed at a meeting of the membership, the privacy of a committee must be protected.

Minutes of a committee meeting are open to no one except the officers and committee members of the Society. Business transacted at a committee meeting should not be discussed except with other officers and committee members, unless and until the information has been issued to all members or to the public.

The secretary shall issue a brief report of committee meetings to all members. The report should include:

A statement of the subject or work assigned to the committee, and any important instructions given to it.
A brief explanation of how the committee carried out its work
A description of the work that the committee performed or its findings and conclusions

NOTICE OF MEETINGS

Notices should clearly state the date, the exact time of calling the meeting to order and place of the meeting, and should be signed by the Secretary. The time and place of a meeting cannot be changed after notice has been sent unless notice of the change is also given. No meeting may begin before the time stated in the notice, unless all members are present and consent.

If the notice requirements for the meeting have not been complied with, the decisions made at that meeting will not be upheld. If there is proof that notice is purposely or negligently withheld from any member, actions taken at that meeting are not valid.

General Meetings are open to all members of the Society and notices must be sent to the postal or electronic address of all members within the time lines laid out in the rules of the Society.

Committee Meetings are open only to officers and committee members and those invited by the committee. Notices must be sent to the postal or electronic address of all officers and committee members within the time lines laid out in the rules of the Society.

ORDER OF BUSINESS

ANNUAL GENERAL MEETINGS shall usually employ the following pattern: Those present to sign the Meetings book; Chairman’s call to order; apologies; ratification of minutes of the previous general meeting; Chairman’s report; Secretary’s report; Treasurer’s report and approval of accounts; call for tellers (if required); election of Officers and Committee; items of business as listed on the agenda; any other business; adjournment. Items raised under AOB are at the discretion of the Chairman, and for discussion or information purposes only and no vote can take place.

SPECIAL GENERAL MEETINGS consist only of the call to order, call for tellers (if required), consideration of the items of business stated in the Agenda, and adjournment. The Agenda must be specific and state if action is to be taken at the meeting and made clear if matters are to be voted on at the meeting. No other business may be discussed or transacted other than that on the Agenda. There is no ratification of previous minutes. Minutes of a Special General Meeting are read and approved at the next regular meeting. Those present must sign the Meetings book.

COMMITTEE MEETINGS shall usually employ the following pattern: Those present to sign the Meetings book; Chairman’s call to order; apologies; ratification of minutes of the previous meeting; Secretary’s report and correspondence; Treasurer’s report; ongoing business as listed on the agenda; new business as listed on the agenda; any other business; adjournment. Any business not listed on the agenda that does not require special notice can be raised, discussed and voted on under any other business. Committee meetings are closed and only Officers and Committee Members may attend, allowing the discussion of sensitive and/or confidential matters to be discussed freely and openly. In accordance with the rules, the committee may invite guests to attend a committee meeting, but the guest shall not be entitled to vote. Committee meetings are to be confidential and must not be discussed outside the meeting or with anybody who is not an Officer or Committee Member. However this procedure cannot be used to conceal anything that members have a right to know (such as financial information.) The Secretary shall write a brief report of meetings for members.

Call to Order. The Chairman calls the meeting to order promptly at the scheduled time, declaring the meeting of the Society convened. Should the Society’s elected Chairman be absent, those present will elect a Chairman for that meeting from members present.

Ratification of minutes. The first business of meetings is the correction and approval of the minutes of the previous meeting. Having been distributed prior to the meeting, minutes will not be read, unless a member so requests. The minutes are not official until they have been approved, and are merely the Secretary’s understanding of what was done in the meeting, and not a legal record. The Chairman must call for corrections before the minutes may be approved. The Chairman and Secretary shall then sign a copy of the minutes as approved, which then become a legal record.

Reports of Officers. When the Chairman has a report, this is given first. The Secretary shall then give a report on all matters that have happened since the previous meeting and read out all correspondence received. The Chairman shall then invite questions on the report. The Treasurer’s report shall include a report on the income and expenditure since the previous meeting and any suggestions they may have concerning the finances of the Society. The Chairman shall then invite questions on the report.

Tellers. A minimum of two members shall be appointed to count votes. Any member present has a right to be present while the ballots are being counted. The following shall determine a ballot paper to be invalid:

Where the intent of the voter is unclear
Ballot papers containing votes for more than the number of votes allowed
Blank ballots

If more ballots have been cast than there are members entitled to vote, or if there was any violation of the right of members to vote in secret, the vote must be retaken. Tellers shall report to the Chairman, giving number of qualified voters, legal ballot papers cast, rejected ballots (and reason why they were rejected), and the number of votes of each item voted upon. The report is read out by the chairman and signed by the Chairman and the Secretary. All ballot papers, tally sheets and reports to be retained by the Secretary.

Ongoing Business. The Chairman presents items of ongoing business, as itemised in the Agenda, for discussion and action where necessary.

New Business. The Chairman presents items of new and routine business, as itemised in the Agenda, for discussion and action where necessary.

Any Other Business. The Chairman opens the item for any other business and any member may present a proposal or give a report on matters concerning the Society that is not covered elsewhere on the Agenda to the meeting.

Adjournment. The Chairman asks if there is any further business, and getting no response states that if there is no further business the meeting is adjourned. But (unless there is no quorum present) the Chairman cannot declare the meeting adjourned if any member wishes to bring up additional business. The decision on whether to adjourn is made by the members, not the Chairman.

QUORUM

A quorum shall be as laid out in the rules of the Society and refers to the number of members in good standing present, not to the number voting. If a quorum is present a vote is valid even though less than the quorum vote. It is the duty of the Chairman to declare a quorum is not present, but any member may ask the Chairman, at any time, if a quorum is present. Counting members present determines the presence of a quorum, and the number present entered into the minutes. The question of the presence of a quorum cannot be raised repeatedly for the purpose of delay.

If a quorum is not present, the Chairman may call the meeting to order and agenda items that do not require action may be dealt with, such as hearing reports, but no other business may be transacted. Urgent business can be conducted on an emergency basis at the discretion of those in attendance, but must by subsequently ratified at a meeting with a quorum as soon as possible. All such actions are the responsibility of the individuals in attendance, not of the Society. The minutes will document that a meeting occurred, noting the absence of a quorum, and should briefly describe the activities that were conducted.

RIGHT OF DEBATE

Every member has the right to participate in the discussion of any matter of business that comes before the meeting. The person who has made a proposal or presented a report, is allowed the first opportunity to explain the proposal or report, and is also allowed to speak last on it. Any member that then wishes to speak should indicate to the Chairman by raising their hand. The chairman should recognise the first member to raise their hand. A member who has not spoken has prior claim over one who has already discussed the question. Similarly a member who seldom speaks should be given preference over one who claims the attention of the assembly frequently. The Chairman should alternate between proponents and opponents of a proposal whenever possible. If necessary the Chairman may inquire of a member seeing recognition which viewpoint the member will present, thus enabling the Chairman to divide the opportunity to speak more equitably.

All discussion must be relevant to the proposal put before the assembly. If a speaker departs from the subject the Chairman should interrupt and request that remarks be limited to the pending question. If the Chair fails to do this, any member may rise to a point of order and call it the attention of the Chairman, who should then direct the speaker to limit discussion to the question before the assembly. The purpose of discussion is to assist the assembly in arriving at a decision on the proposal under discussion. Arguments and opinions should be stated as concisely as possible.

Before voting on a question, every member is entitled to know precisely what the question is and what its effects will be, and is entitled to ask for a reasonable explanation or raise an inquiry. A member has the right to have a question restated before voting or at any time when there is uncertainty about its meaning or wording.

Member’s Conduct

Debate must be fundamentally impersonal and members must be courteous to the Chairman and all other members at all times. All discussion must be addressed to the Chairman and never directed to any individual. It is never permissible to attack the motives, character, or personality of a member, either directly or by innuendo or implication. It is the duty of the Chairman to immediately stop any member who engages in personal attacks or discusses the motives of another member or is discourteous in word or manner. If the Chairman fails to interrupt, any member may rise to a point of order and call the attention of the Chairman to the speaker’s misconduct. A member who fails or refuses to speak in an orderly and courteous manner may be denied the right to the floor and, if necessary, may be ejected from the meeting by order of the Chairman or by a vote of the assembly.

Dilatory Tactics

Delaying a proposal or vote on a subject by making unnecessary motions, asking pointless questions, or talking around and not on the question, are always out of order. As soon as it is evident that a member or group of members is using dilatory tactics the Chairman should point out that such conduct is out of order. If members persist in dilatory tactics, the chair should refuse to recognise them or should rule them out of order.

Chairman’s Duties during Debate

The Chairman has the responsibility of controlling and expediting debate. A member who has been assigned the floor has a right to the undivided attention of the assembly. It is the duty of the Chairman to protect the speaker by suppressing disorder, eliminating whispering and walking about and preventing annoyance, heckling or unnecessary interruption.

It is also the Chairman’s duty to keep the subject clearly before the members, to rule out any irrelevant discussion and to restate the question whenever necessary. If there are aspects of the question that are being overlooked, the Chairman may ask questions which will stimulate discussion of those points. The chair should seek to draw out all facts that will contribute to a clear understanding of the motion and its effects.

Time Limits on Debate

There should be no limit on the length of speeches; however, the Chairman should keep debates within reasonable time limits by restricting all discussion strictly to the subject. Debate cannot be cut short or prevented. When it appears that all of the members who wish to speak have done so, the Chairman asks if there is any further discussion. If not then the matter is put to a vote in accordance with the rules, and the debate is closed.

If the Chairman starts to put the question to vote prematurely, this does not cut off the right of a member to speak. A member can assert the right to speak at any time before the vote.

MOTIONS

A motion is a formal proposal that is to be discussed and voted upon at a meeting. In order to justify the consideration of a proposal it should have the support of at least two members; one who makes the motion and another to second it, indicating their desire to have the proposal considered.

Any member has the right to present a motion. Having received formal recognition from the Chairman, a member shall present their proposal. Another member may, without waiting for recognition from the Chair, second the motion. If a motion fails to receive a second because the meaning of the motion is not clear to the members, the Chairman should restate the motion more clearly and ask again if there is a second. If no second is received the motion is not put before the assembly and the meeting proceeds on to the next business.

There are a few motions that do not require seconds. These are: point of order, withdrawal of a motion, and division of a question.

A motion should be concise and clear. If a member presents a motion that is confusing, unnecessarily long or involved, the Chairman should ask the proposer to rephrase the motion and, if necessary, should assist the member in doing so. The Chairman can rephrase the motion only in wording that is approved by its proposer. The proposer may rephrase or withdraw the motion at any time before the Chairman opens it for consideration. After that it may be changed or withdrawn only with the permission of the assembly.

A motion should be stated in the affirmative, as the negative form often confuses members in voting. If a motion is presented in the negative, the Chairman may request that the proposer rephrase the motion, or the Chair may rephrase it with the consent of the proposer. Example, “I move that we do not permit any member to remain on the survey committee who has not been present at three consecutive meetings and has not been excused” is more clearly stated as “I move that any member of the survey committee who misses three consecutive meetings without excuse be dropped from the committee”.

When a motion has been correctly moved and seconded, the Chairman, or Secretary, then repeats the motion, which is then open for discussion and action as appropriate.

Amending a motion

Any member has the right to propose an amendment to a motion. As with all proposals, it must be seconded.

Amendments to motions at a general meeting must fall within the scope of the advance notice. For example, if a Society’s subscription was set at £10 and notice was given to raise the subscription to £25, any amendment specifying a figure between £10 and £25 would be in order, but an amendment increasing dues to £30, or an amendment lowering the dues, would be out of order. Motions at a committee meeting may be amended without such a restriction.

The proposer of a motion has the right to modify or withdraw the motion at any time before the Chairman has opened it for consideration. As soon as the Chairman has opened it the motion can only be withdrawn or amended by vote of the assembly or by general consent. If another member proposes an amendment that the maker of the motion wishes to accept, the maker of the original motion may save time by accepting the amendment (consent of the seconder is not necessary). The Chairman then asks if there is any objection to this. If no objection is made, the Chair states that the motion is amended by general consent. If anyone objects, the amendment must be voted on in the usual manner.

Amendments are discussed and voted on in the reverse order of their proposal. An amendment to an amendment is voted on first. The vote is then taken on the amendment to the motion and, finally, on the motion. An amendment requires a majority vote, even though the motion to which it applies requires a higher vote.

Reconsidering a Motion

Main motions are occasionally approved or disapproved under a misapprehension or without adequate information, and at times later events cause an assembly to change its mind. The vote on any main motion, whether carried or lost, can be reconsidered except when something that cannot be undone has been done as a result of the vote.

The motion to reconsider can be made at any time during a meeting, even though other business is under consideration. Proposal of the motion to reconsider suspends any action provided for in the motion that is proposed for reconsideration until the motion to reconsider is decided. When a motion to reconsider is proposed and seconded while other business is pending, the Chairman directs the secretary to record its proposal, but the motion to reconsider is not considered until the pending business has been handled. It is then considered and decided immediately. If the motion to reconsider is offered when no other business is pending, it is considered immediately.

Debate on the motion to reconsider is limited to reasons for reconsidering the motion and requires a majority vote. Should the assembly vote to reconsider the motion, the original motion is brought before the assembly for consideration as though it had never been voted on.

Motion to Appeal

The purpose of a motion to appeal is to enable a member who believes that the Chairman is mistaken or unfair in a ruling to have the assembly decide by vote whether the Chairman’s decision should be upheld or overruled. As with all motions, it must be seconded.

The Chairman then states the reasons for the ruling, and the member may state the reasons for the appeal. After opportunity for discussion, the vote is taken, not on the appeal, but on sustaining or overruling the Chair’s decision.

The Chairman’s decision is sustained on an appeal by a majority vote or by a tie vote. A tie vote sustains the decision of the presiding officer because a majority vote is necessary to over-rule the chair’s decision.

Point of Order

The purpose of point of order is to call the attention of the assembly and of the Chairman to a violation of the rules, an omission, a mistake or an error in procedure, and to secure a ruling from the Chairman on the question raised. Raising a point of order does not require a seconder.

Whenever a member violates a rule, whether intentionally or not, the Chairman should call attention to the violation and either require the member to conform to the rule or declare the member’s action out of order. The Chairman is, in effect, raising a point of order.

If the Chairman fails to enforce a rule, or does not notice an error made by a member, or if an error is made by the Chairman, it is the right of any member to call attention to the violation by rising to a point of order.

A point of order must be raised immediately after the mistake, error, or omission occurs. It cannot be brought up later unless the error involves a violation of law, or bylaws, or the accuracy of the minutes. Since it is important that a mistake be corrected immediately, a point of order may be raised at any time, even though a speaker has the floor. The member making a point of order may interrupt a speaker by saying, “I rise to a point of order.” This lets the Chairman know that the member is entitled to recognition, even though someone else may have the floor, or may be seeking the floor.

As soon as a member has stated a point of order, the Chairman must rule on it, declaring that the point is either “well taken”, or “not well taken”. The chair may state the reasons for the decision. If the Chairman is in doubt as to the correct decision, or the point or order raises a complicated or important question, it may be referred to the assembly for a decision.

VOTING

All voting shall be in accordance with the rules; in normal circumstances a simple majority vote is acceptable. A member must disclose to the Chairman of a meeting, any interest that may conflict with the proper consideration of a matter under discussion. If the disclosing member is the Chairman he shall disclose his interest to the next most senior member. The meeting shall thereupon decide whether that member may participate in and/or vote upon the said matter.

Except where otherwise described in the rules, voting shall be by a show of hands, unless a request that has been proposed and seconded for a secret ballot is made. A minimum of two tellers shall be appointed in order to count votes. It is the duty of the Chairman to announce the result of the vote.

Computation of a Two-Thirds Vote. A simple formula can make the mental computation easier: Double the negative vote. The resulting figure is the affirmative vote required for adoption. For example, if the vote is 87 in favour and 44 opposed, the motion fails, because twice 44 is 88 and the affirmative vote is one short of that number.

Tie Vote. When a majority vote or more than half of the legal votes cast, is required to pass a motion, an equal or tie vote means that the motion is lost because it failed to achieve a majority vote.

A tie vote that constitutes a deadlock that must be resolved can occur only when two or more alternative propositions are being voted on at the same time and two or more require the same number of votes. Such a tie vote results in a deadlock and the vote must be retaken until the tie is resolved by voting or by some other method that the assembly may choose.

MINUTES

Accurate, concise and complete written minutes are of vital important to the Society. They are the official history and legal record proposals, reports and decisions of the members.

The Secretary is responsible for taking notes at all meetings, preparing minutes from these notes, distributing the minutes, recording any corrections and certifying the minutes by signing them, together with the Chairman, when they have been approved by the society. The members of the society are responsible for pointing out errors and approving the minutes. The Secretary is the official custodian of the minutes.

Minutes of General Meetings are open to all members of the society, and shall be prepared and distributed to all members as soon as possible after the meeting was held.

Minutes of a committee meeting are confidential and available only to Officers and Committee Members. As recommended by The Kennel Club, the Secretary shall include a statement that committee meetings are private and confidential in all minutes. The minutes shall be prepared and distributed to all officers and committee members as soon as possible after the meeting was held.

When corrections are suggested they are to be approved by general consent. The Chairman shall then state that the error pointed out by Mr A will be corrected if there is no objection. If there is disagreement on a proposed correction, the Chairman may call a vote to decide whether the correction should be made.

The secretary makes minor corrections in ink and initial each one. Any substantial correction is made as an appendix to the minutes that are being corrected. A reference to the appended correction is inserted at the place to which the correction applies. The statement of the corrections is recorded as approved actions of the body in the minutes of the meeting at which the corrections were made.

If there are no corrections, or after all corrections have been made, a member may move to approve the minutes as read, or as corrected, and another member may second the move. The Chairman may then take a vote to approve the minutes.

The Secretary shall then write the word “Approved” at the end of the minutes, entering the date and signing them, together with the Chairman, upon which they become the official minutes of the Society.

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