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Townhall: Minutes taken?


Guest Lee

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Our association has a townhall meeting coming up at our annual convention.  There is no agenda, but our president will be presiding.  We have a regular business meeting set for later in the day.

Do minutes need to be taken for the townhall meeting?   It is simply a forum for discussion, with no decisions being made. 

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Guest Who's Coming to Dinner

If this "townhall" is neither a regular nor special meeting of the association for deliberative purposes, then it's not a meeting in the parliamentary sense and will have no minutes. Further, minutes are a record of what was done at a meeting, not what was said, and it sounds as if you may be saying a lot but doing nothing.

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  • 2 months later...
10 minutes ago, Guest Lee said:

That is a very long time!  Maybe I should have them carved in stone! 

So this includes all documentation produced by the association, including formal letters/correspondence?

Yes or no depending on what you mean:

Yes, formal letters and correspondence are not included in the Minutes.  you may mention that you received correspondence from X, Y, and Z.  But that's it - and it would likely come up when the report of whoever handles correspondence makes their report.

No, you don't need a meeting with Minutes to sed out correspondence, unless a specific motion is required.  For example, should the organization decide to make a donation then a motion would be required to make the donation and the letter would go along with it. But a letter to say "Thanks for your correspondence" does not necessarily require a motion.

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13 hours ago, Guest Lee said:

That is a very long time!  Maybe I should have them carved in stone! 

So this includes all documentation produced by the association, including formal letters/correspondence?

No, it does not. Minutes and written reports of officers, committees, and boards need to be kept forever. It does not apply to "all documentation produced by the association." There is no parliamentary requirement to keep letters/correspondence at all.

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