BILLQUINN

Incidental Main Motion

7 posts in this topic

Minutes from a meeting of a clubs Officers is presented to a meeting of the Executive,WHO HAS THE RIGHT TO MOVE THEIR ACCEPTANCE. Must a MEMBER of the Officers who actually attended the meeting, or can any member at the Executive body. Also wher can I find the proper place in Roberts Rules to verify the correct reqirement.

(It would seem logical that the mover for acceptance should have been in attendance at the Officers meeting. But that is my question).

Thanks in advance for the reply

Share this post


Link to post
Share on other sites

Your procedure aside (officers' minutes approved by executive), while a motion to approve the minutes is not out of order, the RONR approach is for the Chair to ask for any corrections, and any offered are debated and voted on (although this is usually handled by unanimous consent), and then the chair announces the minutes approved (as corrected). See pages 343-344 for more on this.

If you do go the way of a motion, any member of the assembly that is meeting has the right to make such a motion whether he was in attendance at the previous meeting or not. It is not a requirement or restriction that only members who were at the meeting where the minutes to be approved were taken can move to approve them. Not sure of a page citation on this, but stay tuned.

Edited by David A Foulkes

Share this post


Link to post
Share on other sites

Are your officers defined as a separate group from your 'executive' in your bylaws? If they are, then this officers group would approve the minutes of their own meetings. However, if they are not defined as a separate entity, then your officers are just getting together informally, not in what RONR would consider a meeting. If this is the case, they could make notes of their informal gathering, much like a committee would, and are certainly free to share those notes with the 'executive' (would that be your board?). But these notes should not be referred to as minutes.

Share this post


Link to post
Share on other sites

...Must a MEMBER of the Officers who actually attended the meeting, or can any member at the Executive body?

Any member.

He need not have been in attendance at the meeting in question.

...It would seem logical that the mover for acceptance should have been in attendance at the Officers meeting...

Wrong.

The Book does not have such a requirement.

Share this post


Link to post
Share on other sites

Are your officers defined as a separate group from your 'executive' in your bylaws? If they are, then this officers group would approve the minutes of their own meetings. However, if they are not defined as a separate entity, then your officers are just getting together informally, not in what RONR would consider a meeting. If this is the case, they could make notes of their informal gathering, much like a committee would, and are certainly free to share those notes with the 'executive' (would that be your board?). But these notes should not be referred to as minutes.

Share this post


Link to post
Share on other sites

Hi Bruce;

Yes the Officers are one level, Executive are another level and then then there is the General meeting.

The Officers have their meeting and have minutes that come up at the next step(the Eecutive meeting for approval). After that minutes from both meeting are forwarded to the General meeting. The Officers have the power to approve large expenditures. If the minutes are approved by the Executive it is an almost automatic approval once the minutes get to a General Meeting as BOTH th eOffivers and the Executive has given the OK.

Bill Quinn

Share this post


Link to post
Share on other sites

If the minutes are approved by the Executive it is an almost automatic approval once the minutes get to a General Meeting as BOTH th eOffivers and the Executive has given the OK.

The approval of minutes has nothing to do with the approval of the business that was conducted. The minutes are a record of what was done and approving them simply means that the record is accurate. It doesn't mean that what was done was okay. As noted, each body (e.g. officers, executive, general membership) approves its own minutes.

Share this post


Link to post
Share on other sites
Guest
You are commenting as a guest. If you have an account, please sign in.
Reply to this topic...

×   You have pasted content with formatting.   Remove formatting

Loading...