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* * *q 0000 0 0 To 1 0 0 C o ' m//< c & o t N K t] 4 -- M :..lr \ 1000--10--49--C4476 &D a _ 2 B _ _INSTITUTE MINUTE BOOK 2y | O §{\\\!' EXPLANATIONS i. _ w . } JR (1) The secretary--treasurer should know the rules and regulations governing Women's Institutes, as , 6 y! | contained in the Hand Book. . A 6 ;' (2) Minutes--The blank space allowed for minutes of "Monthly, Executive and Directors' Meetings" . s should be used to record ALL meetings connected with the Institute. The minutes should be entered consecu-- ; i3 ,% tively according to dates. , ' ", _A Minutes should be a clear, concise record of proceedings. They should be written legibly. The record of | € | each item of business should constitute a separate paragraph. The first paragraph should state the kind, place sdf and date of meeting, the name of the presiding officer and the number in attendance. The second paragraph oi i should record the reading of the minutes of the previous meeting and their confirmation, or, if they had been s ' (| approved at the close of the previous meeting, it should be recorded that they were read for information. f < ," Succeeding paragraphs should record the business transacted in order of occurrence. it t ¢ B In recording a motion, the name of the mover should be given and the result of the vote should be 8 <| stated--Moved by Mrs. J. Smith, and seconded, that...................................... CGarried. S P \* Items or numbers on the programme should be mentioned briefly. A short synopsis of the lecture or FouC i discussion should be given. The secretary should not express her own opinion of the programme in the minutes. f s o If it is desirable to record a complete description of the topic of the programme it should not be included in thC > * A minutes, but should follow them as a special report. Kiz }2 ' A final paragraph should record the closing of the meeting. £ . C nk 1 } Minutes should be signed by the secretary and, when confirmed by the meeting, they should be signed }' - by the chairman. The minutes are signed as follows: Attest: Ella Smith, Secy. J <_ L_% * (3) List of Meetings Held--The second section is for a chronological list of meetings held, recording use id ! the place of meeting, attendance and number of addresses. ' 6 ons * _A ash--lhe next section is for a record of Ccash transactions. e leit--hand page should contain a $ 14 | (4) Cash--Th ion is f d of cash 1 The left--hand page should 1 ,j.} full explanation of both receipts and expenditures; that is, the source from which money is received and the #; * y i purpose for which it is expended. The detailed amounts should be entered in their respective columns, for f -- ? example | * : Chel * Left--Hand Page | ~ 2 /g s Receipts ofi BA 5] Date Explanations Members' Fees| Grants |Miscellaneous| Total j } f; [ May|15 Members' Fees $8.50, Township grant $10.00 8 |50 10 | 00 18 50 f C# U f May|28 Expenses--Mrs. Allan to District Annual $3.45 ie ~; May|30 _ | Postage $1.00, Study book $1.50 4 .eR EPn mmnininiiimiicom n mninanontiinmmmmmetininmnnaont mt ar n n t nc onmnate tm nmmancnnnmntnntananad t on iannnramnmmamaonn n amnnmaman n n 0 t on n n in n ie n in n n in nas cmmnnr cnmm mm mmcn on n m on on n n en on ammnmmann aman in tw on ns n in iamman . $ <3 & Corresponding Right--Hand Page P ie f Expenditures i £M07, Anncmamtndeeommmpmmmmmmmpzmemmmmmmmmmmmmmmmpanmmmmmmpemmmmmmmm omm mmmemoocmmmmmmnnsermmmmmmmmmmmm mm en penmmmmmmmmmenmemmenmmnmnmesmpnmmmn m eommmnmmmmenmmprmpmmnmmmmmmmmmmmmmmmmmmmmmmyeemmmmmenmmmmmmme. mmmmnmmmmmmmnnmmmen omm ons omconmmmmemmmmmmmmmmmnpnnemmmmmmmmmmnmmmmmmmmennammmmmmmn mm ennommmmmmmmmemmmmenmensmmmmms ons omm mmmnnmnmmmmamemm} £ £ ., 4 "a « Officers' Postage « ' yA % Meetings é PLdS Departmental| Books and Community | 4; * * mA e | Hall Rents, étc. Hog:;ag:eznd Sfigfigfi';'y Instruction Periodicals Activities Miscellaneous Total i} B 1 ' l ' l ( ' 3]45 3,45 E 1 100 1 150 2 |50 ; 7 "&. 1 smm enantie es reamame Sameeamnii Nce uen en es aal e e en ons maalcanaaemanlomeepenensomeee ancermen anctoary uen + * A} | ( 5) Financial Statement-The financial statement for the year ending March 31st is to be made out in p i 4 " 4 & A duplicate in the section following the cash record, one copy being sent to the district secretary and the other 114 /z left in the book. This statement must include the balance on hand according to the annual report of the J 4 . l previous year, and must also contain an accurate summary of all receipts, from whatever source, as well as 1 ++ 20-- the expenses for the year and a statement of the balance on hand at the end of the year. * .' k " (' (6) Officers and Directors and Membership List--Record names and addresses of officers each year in o 2Ve J space allowed for purpose. Do not enter any names in the membership section until the free of 50c has been Lo c'y? q A ¥ 18 paid. The names and addresses of new members may be added each year, and the renewals should be recorded s y ie ,, each year in the space allotted. Indicate when fee was paid and when the name was sent to the district 2: ;i) ; secretary, and do not duplicate same during the year. Get the correct name and address of each member and [¥ > / ; & '1 ' always record it in the same way. Do not send the name of Mrs. J. T. Smith one year and Mrs. James Smith --~* / * M the next. . . }h iss M l; S | ; Note--The space in this book allows for the records of at least three years. Should the space for $ * * k : minutes not be sufficient for any Institute, the secretary might paste in a number of blank pages. Saf . > ; s( | [(9; | t ds