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As the secretary to a 501c3 board, I record the minutes. In a recent meeting, the treasurer reported that a certain sum had been donated to the organization. I included that fact and the amount of the donation in the minutes. The moderator insists that this does not belong in the minutes as it was not a motion or a vote. I cited Robert’s Rules section 48 , item 18 as regards the substance of oral committee reports and section 51 regarding oral reports in a small assembly. The moderator insists that as moderator he may decide whether a certain Robert's Rule applies. It is my belief that while a discussion is underway the moderator has broad powers, but once the draft minutes have been prepared (but not yet approved by the board) that the moderator has no right to determine what should/should not be included in the minutes. Can the moderator insist that the amount of the donation be deleted from the minutes? I look forward to helpful comments on this question.
Another committee/board question. If a committee that has been formed by the board submits a report to the board, is the board obligated to either accept the reports recommendations OR refer it back to the committee for more work? If the board refers the report back to the committee, can/should the board make recommendations as to the types of changes/work that it (the board) would like to see? Alternatively, can the board receive the report and proceed to change it as needed without referring it back to the committee that produced it?
Guest posted a topic in General DiscussionA number of members of an organization have queried the BOD on a sensitive financial issue involving the Treasurer. BOD has called special meeting to discuss issues and possible actions. Minutes of the bi-monthly BOD meetings are available to members via archive in a members web portal. Special meetings (less disciplinary actions) have been archived. All regular BOD motions are logged and archived numerically. The meeting will be called to order, and anticipate will go into executive session without objection. Also anticipate that action will be "move that the VP respond and provide Report A, Appendix I, etc." If the motion is offered in executive session, how does the action get archived? Is there a report by the Recording Secretary for the meeting minutes something like. 'During executive session the BOD adopted motion XXX-13 directing ...etc. Or does the BOD come out of executive session, president restates motion and vote is taken, and minutes reflect the action, just not the discussion? Thanks, JJ
At the beginning of our meetings, the CEO presents a binder of information labelled "correspondence received" and expects us to adopt it as submitted, without summary, even though none of the board members has seen much of it until it is dropped on the table. Our we able to request that all correspondence be read aloud to us before we vote on its adoption? What is our responsibility after having adopted it? Are we at risk for not being aware of its contents?