Guest Lee Posted May 13, 2017 at 05:22 PM Report Share Posted May 13, 2017 at 05:22 PM 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. Quote Link to comment Share on other sites More sharing options...
Guest Who's Coming to Dinner Posted May 13, 2017 at 07:54 PM Report Share Posted May 13, 2017 at 07:54 PM 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. Quote Link to comment Share on other sites More sharing options...
Guest Lee Posted July 20, 2017 at 12:23 AM Report Share Posted July 20, 2017 at 12:23 AM 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? Quote Link to comment Share on other sites More sharing options...
Rev Ed Posted July 20, 2017 at 12:38 AM Report Share Posted July 20, 2017 at 12:38 AM 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. Quote Link to comment Share on other sites More sharing options...
Hieu H. Huynh Posted July 20, 2017 at 02:28 AM Report Share Posted July 20, 2017 at 02:28 AM 2 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? It appears Guest Lee was responding to the initial response in this thread. Quote Link to comment Share on other sites More sharing options...
Josh Martin Posted July 20, 2017 at 01:29 PM Report Share Posted July 20, 2017 at 01:29 PM 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. Quote Link to comment Share on other sites More sharing options...
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