This is a meeting protocol paraphrased from the By Laws of the Society. Refer to bylaws and standing rules for specific wordings. click here.

Meeting Agenda

(Required by by laws, shall be presented at each meeting and shall include)

a. Call to order

b. Opening ceremonies - invocation and pledges

c. Announcements - exits, restrooms, mute cell phones

d. Recognize guests.

e. Roll call and determination of a quorum

f.  Reading of minutes and approval

g. Treasurer’s report and approval

h. Officers Reports

• Program
  

• Publicity
  

• Membership
  

• Librarian
  

• Chaplain
  

• Meeting Room
  

• Hospitality
  

• Awards
  

i. Committee Reports

j.  Unfinished business

k. New business

l. Program - Intro, talk, certificate of appreciation

m.  Adjournment -

• Ask if there is any further biz? address as needed.
  

• Announce next meeting date & location
  

• Closing Prayer
  

• Announce that we are adjourned.
  

x x x x x x

President

Prepare Agenda, Open and lead meeting, Call for Officer Reports, New Biz, Unfished Biz, As May Arise,Close meeting.

Acts as official spokesman of society, sets the tone & goals, recognize accomplisments, acts as mediator and facilitator.

OFFICER REPORTS

1st Vice President

Programs and speakers

Combined Thank you / Confirmation letter

2nd Vice President

Publicity, Communications

• Brochure
  

• Newsletter editor
  

• Meeting Notice form
  

• News release form
  

3rd Vice President

Member related activities

• Membership Application
  

Treasurer

Finances, Governmental Interactions

Secretary

Minutes, correspondence

• Minutes template
  

• Sign In Sheet
  

Parliamentarian

Society Governance

• By Laws, as approved by members 5-14-2010
  

• Standing Rules (page 6 and 7 of By Laws)
  

• Approved Resolutions
  

• 
  

• Appoint Nominating Committee Form - (September)
  

• Nominating Committee Report to members (October)
  

• Acclimation vote form - to elect non opposed positions
  

• Secret Ballot - form to elect opposed officers (November)
  

• Dignitary speech - to Install New Officers (December)
  

Society Librarian

Publications, Newsletter, Forms

• Publications 32 Page Handbook
  

• Publications Order Form
  

• History Book Vol I Order Form (Reprint)
  

• History Book Vol II Order Form
  

• Gene Tannery Family History order form
  

• Robin Montgomery, History of M.C., order form
  

• Pedigree (ancestors) Sheet
  

• Verbal Communication Record
  

• 2020 Calendar
  

Directors, At Large

Chaplain

Invocation, dispense sunshine, Prayers, cards

• Opening Prayer
  

• Closing Prayer
  

Pledge & Flag

place the flag at meetings and lead the pledges.

• Pledge of Allegiance
  

• Pledge to Texas Flag
  

• 
  

Meeting Room

prepare the meeting room.

• Blueprint
  

Awards

Plaques, Certificates, Awards

Hospitality

social events, snacks and refreshments

Montgomery County Genealogical

and Historical Society, Inc.

Located in Montgomery County, Texas

This page was last updated: May 15, 2021

Protocol for Meetings