Jayadev Posted August 15, 2015 at 08:13 PM Report Share Posted August 15, 2015 at 08:13 PM In our board of trustees meeting an agenda item was added by a trustee and agenda was approved by the board. when discussion started on the said item the trustee who added the item to the Agenda started discussion. other trustees participated in the discussion. There was no formal motion or second for the said item. discussion ended with out voting except president said he will take care of it. How do we record this in the minutes.ThanksJay Link to comment Share on other sites More sharing options...
DrEntropy Posted August 15, 2015 at 08:34 PM Report Share Posted August 15, 2015 at 08:34 PM It appears that it was agreed by unanimous consent that the president take care of "it". If it is clear what "it" is, you can record it in the minutes as such. If it is not clear, then this should be clarified at the next meeting. Link to comment Share on other sites More sharing options...
Jayadev Posted August 15, 2015 at 08:37 PM Author Report Share Posted August 15, 2015 at 08:37 PM was it a valid discussion? because it was started with out a formal motion and second.Thanks Link to comment Share on other sites More sharing options...
Edgar Guest Posted August 15, 2015 at 09:01 PM Report Share Posted August 15, 2015 at 09:01 PM was it a valid discussion? because it was started with out a formal motion and second.Thanks Small boards (with not more than about a dozen members) are free to discuss questions without a formal motion pending. You might want to contrast discussion (no motion pending) with debate (motion pending). And seconds are not required at meetings of small boards In any event, neither discussion nor debate belongs in the minutes as the minutes are the official record of what was done (e.g. motions) not what was said (e.g. discussion or debate). Link to comment Share on other sites More sharing options...
Jayadev Posted August 15, 2015 at 09:09 PM Author Report Share Posted August 15, 2015 at 09:09 PM Thanks a lot Jay Link to comment Share on other sites More sharing options...
Gödel Fan Posted August 16, 2015 at 01:43 AM Report Share Posted August 16, 2015 at 01:43 AM Having been a secretary, I sympathize with the difficulty here. Organizations that are not careful with rules often have people saying "so moved," chairs who proceed to a vote when someone says "call the question," "friendly amendments," and, most frustratingly, a lot of what might be considered implied motions adopted by unanimous consent - or might not. It makes it quite difficult to keep accurate minutes and record the exact wording of motions. I relied pretty heavily on "without objection." For instance "Mr. X moved that..." Without objection, the motion was amended by inserting... It's not ideal but, hey, there was no objection. The "I will take care of it" response is always frustrating - you know something happened, it seems like an action was taken, but what action? Again - "Without objection, a motion was adopted that Mr. X will..." Link to comment Share on other sites More sharing options...
Larry Cisar Posted August 16, 2015 at 02:49 AM Report Share Posted August 16, 2015 at 02:49 AM Having been a secretary, I sympathize with the difficulty here. Organizations that are not careful with rules often have people saying "so moved," chairs who proceed to a vote when someone says "call the question," "friendly amendments," and, most frustratingly, a lot of what might be considered implied motions adopted by unanimous consent - or might not. It makes it quite difficult to keep accurate minutes and record the exact wording of motions. I relied pretty heavily on "without objection." For instance "Mr. X moved that..." Without objection, the motion was amended by inserting... It's not ideal but, hey, there was no objection. The "I will take care of it" response is always frustrating - you know something happened, it seems like an action was taken, but what action? Again - "Without objection, a motion was adopted that Mr. X will..."The easy solution to this is for the Secretary to ask what the actual action to be done is and to record it. If somebody says it is obvious, the Secretary responds that the wording is needed. It is not surprising the number of times you will find that all do not agree as to what had just happened or was agreed to. Link to comment Share on other sites More sharing options...
Gödel Fan Posted August 16, 2015 at 03:29 AM Report Share Posted August 16, 2015 at 03:29 AM The secretary responds that the actual wording is needed, the chair shouts at the secretary and gavels on... Link to comment Share on other sites More sharing options...
Larry Cisar Posted August 16, 2015 at 08:49 AM Report Share Posted August 16, 2015 at 08:49 AM The secretary responds that the actual wording is needed, the chair shouts at the secretary and gavels on...If you let the chair gavel on, you get what you deserve. You have to have a backbone. Link to comment Share on other sites More sharing options...
Gödel Fan Posted August 16, 2015 at 03:12 PM Report Share Posted August 16, 2015 at 03:12 PM Fair point. Link to comment Share on other sites More sharing options...
Richard Brown Posted August 16, 2015 at 03:24 PM Report Share Posted August 16, 2015 at 03:24 PM Fair point.Yes. And the correct "point" would be a "point of order". And an appeal if necessary. Unfortunately, there is often not the collective will to stand up to a dictatorial or intimidating president. It's hard to do it alone. Link to comment Share on other sites More sharing options...
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