PUBLIC

Legacy Haven Academy Foundation

Legacy Haven Academy Board Meeting Guide: Robert’s Rules of Order (12th Edition)

Phase 1: Before the Meeting (Preparation and Notice)

Effective meetings require strict adherence to notice rules. The board cannot conduct legal business if members do not receive proper advance notice.

Required Timelines

  • 7 to 14 Days Prior: The Secretary sends the Official Notice of Meeting.
  • 3 Days Prior: The Secretary distributes the finalized Draft Agenda and all supporting board packets (reports, proposals, budgets).

The Official Notice

The Official Notice informs members that a meeting will occur. It is the legally binding document.

Notice Template:

To: Board of Directors, Legacy Haven Academy
From: [Secretary Name], Secretary
Date: [Date sent]
Subject: Notice of Regular Board Meeting

The Legacy Haven Academy Board of Directors will hold a regular meeting on [Date], at [Time], located at [Location/Virtual Link].

The draft agenda and supporting materials are attached. Please review the attached Resolution to Enhance Transition Support prior to attendance.

Phase 2: During the Meeting (Structure and Scripts)

The Chair (President) controls the meeting flow. Members must follow the Standard Order of Business.

Key Jargon Explained:

  • Quorum: The minimum number of voting members who must be present to conduct business (usually a majority, defined in your bylaws).
  • The Floor: The exclusive right to speak.
  • Motion: A formal proposal by a member for the board to take action.
  • Second: An indication by a second member that they want the board to discuss the motion.

The Standard Order of Business

The Chair moves through the agenda in this exact sequence:

  1. Call to Order: The Chair opens the meeting.
  2. Reading and Approval of Minutes: The board adopts the previous meeting’s record.
  3. Reports of Officers and Committees: The Director, Treasurer, and committees present updates.
  4. Special Orders: Matters designated by the bylaws or previous votes for this specific meeting.
  5. Unfinished Business: Items carried over from the previous meeting.
  6. New Business: Introduction of new motions (e.g., the Transition Proposal).
  7. Announcements: Brief logistical updates.
  8. Adjournment: The Chair closes the meeting.

Chair and Member Scripts

1. Calling the Meeting to Order

  • Chair: “A quorum is present. The meeting of the Legacy Haven Academy Board comes to order at [Time].”

2. Approving the Minutes (Unanimous Consent)

  • Chair: “The Secretary distributed the draft minutes of the [Date] meeting. Are there any corrections to the minutes?” (Pause for 3 seconds)
  • Chair: “Hearing no corrections, the minutes stand approved as distributed.”

3. Handling a Main Motion (The 6-Step Process)

The board only debates topics after a member makes a motion and another member seconds it.

  • Step 1: Obtain the Floor
    • Member: “Mr./Madam Chair.”
    • Chair: Recognizes the member by stating their name.
  • Step 2: Make the Motion
    • Member: “I move to adopt the Resolution to Enhance Transition Support.” (Never say “I make a motion.”)
  • Step 3: Second the Motion
    • Another Member: “Second.” (The member does not need the floor to say this. If there is no second, the Chair states: “The motion fails for lack of a second,” and moves on).
  • Step 4: Chair States the Motion
    • Chair: “It is moved and seconded to adopt the Resolution to Enhance Transition Support. Is there any debate?”
  • Step 5: Debate
    • The Chair gives the floor first to the member who made the motion.
    • Members must direct all comments to the Chair, not to each other.
    • Keep debate strictly to the merits of the pending motion.
  • Step 6: Put the Question (Vote)
    • Chair: “Are you ready for the question? The question is on the adoption of the Resolution to Enhance Transition Support. Those in favor, say ‘Aye’.” (Pause) “Those opposed, say ‘No’.”
  • Step 7: Announce the Result
    • Chair: “The ‘Ayes’ have it, the motion carries, and we will adopt the resolution.” OR “The ‘Noes’ have it, the motion fails, and we will not adopt the resolution.”

4. Adjournment

  • Chair: “Is there any further business?” (Pause) “Since there is no further business, the meeting is adjourned at [Time].”

Phase 3: After the Meeting (Documentation and After-Actions)

The Secretary maintains the official record. The minutes record what the board did, not what the members said. Never include transcripts of debates or personal opinions.

Required Timelines

  • Within 5 Days: The Secretary drafts the minutes and watermarks them as “DRAFT – UNAPPROVED.”
  • Within 7 Days: The Secretary distributes the Draft Minutes to the board members for review.
  • Next Regular Meeting: The board formally approves the minutes. The Secretary removes the draft watermark, signs the document, and files it in the corporate record.

The Minutes Template

Legacy Haven Academy Board of Directors
Draft Minutes of the Regular Meeting
Date: [Date]

Call to Order
A regular meeting of the Board of Directors of Legacy Haven Academy was held on [Date] at [Location/Virtual]. The Chair called the meeting to order at [Time]. The Secretary noted that a quorum was present.

Attendance
Present: [List names]
Absent: [List names]

Approval of Minutes
The minutes of the [Previous Date] meeting were approved as distributed.

Reports
The Director presented the operational report. The Treasurer presented the financial report.

New Business
[Member Name] moved to adopt the Resolution to Enhance Transition Support. The motion was seconded. Following debate, the motion carried.

Adjournment
The Chair adjourned the meeting at [Time].

Submitted by:

[Secretary Name], Secretary

Prepared by:

Cree Dalene

PUBLIC