Distribution of Minutes for Approval

[Guest Marc Cooke]

Do minutes have to be distributed before a meeting or does it suffice according to Roberts Rules to distribute at the beginning of each meeting.

We have one person who likes to defer approval of minutes until the following meeting until they can change everything in them.

[Josh Martin]

Do minutes have to be distributed before a meeting

No.

or does it suffice according to Roberts Rules to distribute at the beginning of each meeting.

There's no requirement under RONR that minutes be distributed at all. Reading them is sufficient. (RONR, 10th ed., pg. 456, lines 19-22)

[Larry Cisar]

Do minutes have to be distributed before a meeting or does it suffice according to Roberts Rules to distribute at the beginning of each meeting.

We have one person who likes to defer approval of minutes until the following meeting until they can change everything in them.

One person should not be allowed to control the minutes. Only the assembly controls when they are approved.

[Guest Vivian Petersen]

We are a small community water system that is now being monitored by the state of Washington. We have Covenants and Bylaws very simply stated. Because of a few "toxic controlling neighbors" several of us choose to not attend the annual water meetings that are run by Roberts Rule. Since our well manager basically answers to the State of WA, we get yearly reports of the water tests that the state requires. My question is shouldn't we, as members, be getting a copy of the Minutes each year? Our only function as a neighborhood is that we share water running through a 6 inch water line. Previous problems brought about an attorney's statement that at these meeting, we are to "Purvey water ONLY". Several of us feel that we should be receiving the previous meetings Minutes, as a way of being apprised that the meetings are keeping to purveying water ONLY. Should minutes be mailed? Or do we need to make a motion to have this become a reality? Many thanks in advance for your reply.

[Rob Elsman]

We are a small community water system that is now being monitored by the state of Washington. We have Covenants and Bylaws very simply stated. Because of a few "toxic controlling neighbors" several of us choose to not attend the annual water meetings that are run by Roberts Rule. Since our well manager basically answers to the State of WA, we get yearly reports of the water tests that the state requires. My question is shouldn't we, as members, be getting a copy of the Minutes each year? Our only function as a neighborhood is that we share water running through a 6 inch water line. Previous problems brought about an attorney's statement that at these meeting, we are to "Purvey water ONLY". Several of us feel that we should be receiving the previous meetings Minutes, as a way of being apprised that the meetings are keeping to purveying water ONLY. Should minutes be mailed? Or do we need to make a motion to have this become a reality? Many thanks in advance for your reply.

Members have the right to inspect the minutes in the custody of the secretary, but there is no rule in RONR that requires minutes to be distributed.

[Kim Goldsworthy]

Do we need to make a motion to have this become a reality?

Yes.

What you want is above and beyond the normal default rule (viz., minutes are read aloud inside a meeting; no hard copy is distributed.)

So, if you want to establish a policy, or to satisfy a one-shot request, a motion will have to be adopted, ordering it so.

It's like the old saying:

"If wishes were horses, beggers would ride."