Procedures for Business Meetings, Nominations, and
Elections
Adopted 12/4/2004
Revised 2/15/2026
The Halsey Hall Chapter conducts two types of business meetings: meetings of the board of directors, which occur every other month, and the full membership meeting at the semi-annual chapter meetings. (A note regarding minutes: the minutes that are distributed and approved at full membership meetings should be those from the previous membership meeting, not the previous board of directors meeting; likewise, the minutes distributed and approved at the board of directors meeting should be from the last board meeting, not the last membership meeting.)
It is up to the president to make sure a meeting time is set, to solicit reports and agenda items from officers and committee chairs, and to distribute the final agenda, including reports on the consent agendas to board members.
The consent agenda will consist of reports from officers and committee chairs. These will be typed up and distributed in advance to board members for the board meetings. For the full membership meetings, enough copies of the consent agenda (as well as the overall agenda) should be made to allow each person in attendance to have a copy. The consent agenda allows routine items to be discussed without the time-consuming nature of calling on each officer/committee chair and asking for an oral report. However, particular items of a consent agenda may be discussed at the request of a member. Some functions, such as the planning of chapter meetings, should be discussed beyond their inclusion in the consent agenda.
Board of Director Meetings
The first board meeting following the spring chapter meeting should be held prior to July 1, which is the date that new directors and officers assume their positions. The board of directors must appoint or re-appoint a treasurer every three years and should appoint or reappoint chairs of committees as well as webmasters and chairs for social media functions.
At the board meetings prior to the fall and spring chapter meetings enough time should be planned to thoroughly discuss the upcoming chapter meeting.
Other chapter members are welcome to attend board meetings, but only members of the current board of directors may vote. (The immediate past president is a non-voting member of the board of directors).
Membership Meetings
Elections
The immediate past president serves at the chair of the nominating committee and should solicit and identify candidates for open positions. As chair of the nominating committee, the immediate past president will submit the candidates as part of the election process. When soliciting candidates for the board of directors, the immediate past president should advise such candidates to review the procedures and duties set for their office at Chapter Procedures. Additional nominations are allowed from the floor, and the president should make sure ample opportunity is given for nominations and should not allow nominations to close until asking “Are there any further nominations?” three times. With any nominations made from the floor, the president and chair of the nominating committee must make sure such candidates are eligible.
It has been the practice of the chapter since its inception in 1985 for the board of directors to meet every other month. Typically, the meetings have been on the first weekend of the even-numbered months. Each board can develop its own procedures for the exact times and dates of their meetings.
Meetings of the full membership are held in conjunction with the spring and fall chapter meetings. with the board meetings, the president should solicit reports from all officers and committee heads and provide these in the form of a consent agenda to all in attendance.
Elections will take place under new business at the spring chapter business meeting in conjunction with Article III of the chapter by-laws (https://halseyhall.org/bylaws.html).