BILLQUINN Posted January 23, 2011 at 05:17 PM Report Share Posted January 23, 2011 at 05:17 PM 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 Link to comment Share on other sites More sharing options...
David A Foulkes Posted January 23, 2011 at 05:32 PM Report Share Posted January 23, 2011 at 05:32 PM 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. Link to comment Share on other sites More sharing options...
Bruce Lages Posted January 23, 2011 at 05:59 PM Report Share Posted January 23, 2011 at 05:59 PM 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. Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted January 23, 2011 at 09:13 PM Report Share Posted January 23, 2011 at 09:13 PM ...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. Link to comment Share on other sites More sharing options...
BILLQUINN Posted January 23, 2011 at 11:43 PM Author Report Share Posted January 23, 2011 at 11:43 PM 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. Link to comment Share on other sites More sharing options...
BILLQUINN Posted January 23, 2011 at 11:49 PM Author Report Share Posted January 23, 2011 at 11:49 PM 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 Link to comment Share on other sites More sharing options...
hmtcastle Posted January 24, 2011 at 12:04 AM Report Share Posted January 24, 2011 at 12:04 AM 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. Link to comment Share on other sites More sharing options...
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