Copies of all official correspondence and records of the meetings shall be maintained at Society Headquarters.
Meetings – scheduling and frequency Meetings of all councils, committees, or sections are at the call of the Chair and must be scheduled through the LSMS Headquarters. Arrangements for the meeting should be made through the staff liaison assigned to the council, committee, or section. The staff liaison will be responsible for ensuring the proper notification and materials are forwarded to the council, committee, or section members. According to LSMS Bylaws, all councils, committees, and sections are to meet annually or, as required. The number of members, frequency, and length of each meeting will vary widely between each council, committee, or section depending upon the nature and extent of the meeting. One-third of the members shall constitute a quorum, and no official business may be conducted in the absence of a quorum. Minutes The LSMS Bylaws require that all duly constituted bodies of the Society which hold meetings record accurate minutes of all the proceedings. Accurate, concise, and complete minutes are of vital importance to any organization. They are the official history and permanent record of the decisions of the members and are a valuable research reference. Minutes shall not be made public except as authorized at the discretion of the Board of Governors or House of Delegates. To assist in the preparation of minutes, the staff liaison will record the proceedings of the meeting and draft minutes for review by the Chair. After a review by the Chair, the minutes are approved by the council, committee, or section and a copy furnished to the Secretary/Treasurer of the Board of Governors. In general, minutes are a record of all actions taken during a duly constituted meeting but not a record of discussion. The minutes record all motions or resolutions and the disposition of each motion. The exact wording of all motions should be recorded. No member can have his/her views or protests on a motion recorded in the minutes unless a motion permitting such action is passed by majority vote. Reporting Channels In general, the Society’s policies and programs are established by the House of Delegates through resolutions submitted by the Board of Governors, councils or committees, affiliated societies, or other delegates. Conversely, requests for action, investigation, or reports may be referred by the President, Board of Governors, or House of Delegates to the appropriate LSMS council, committee, or section for deliberation and recommendation. Councils, committees, or sections are the primary focus of deliberation in their areas of expertise and recommend actions, when necessary, to the Board of Governors and House of Delegates. Work Product Councils, committees, or sections MAY NOT TAKE INDEPENDENT ACTION that commits the LSMS or creates policy of the Society. Their recommendations are routed through the Board of Governors for review and appropriate action; however, they may submit resolutions directly to the House of Delegates, which must be submitted in accordance with the LSMS Bylaws. Any council, committee, or section activity requiring Society funding or underwriting must first be reviewed by the Budget and Finance Committee before submission to the Board of Governors or House of Delegates.
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