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Rev. Darian

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  1. So draft minutes can be changed at any time and are not required to only be changed in a a 'called meeting'?
  2. Let me see if I understand correctly: Minutes are 'unofficial' until approval at the next meeting? "Unofficial Minutes" are capable of being changed by anyone without others knowing the changes outside of any organized meeting? Minutes do not need a 'trail' of changes if they have not been approved?
  3. The president and the church secretary were sent the minutes from the council meeting. A phone call was placed by the President to the Secretary of the Council to change the minutes she had written. Here is the explanation: "Robin contacted me and needed me to edit something in the minutes. Here are the edited ones. Hope this didn't mess you up." Original Wording: Memorial Committee: Deb reported: • A few donations came in for the window fund. It is sitting at $2,561.00. • Robin spoke to Mary Lou in regards to using her memorial monies that she has designated as history/education to update and replace the stain glass windows that were not destroyed by the hail storm. Changed to: Memorial Committee: Deb reported: • A few donations came in for the window fund. It is sitting at $2,561.00.| Building and Grounds: Robin reported: Robin is waiting for a quote from Bob in regards to replacing the carpet in the balcony to match up with the stairs where it was replaced from the hail damage. Robin spoke with Mary Lou about the use of her memorial monies. Notice the difference in the change from the 'location' and the 'specifics' about what it was intended to be used for. I believe this is a violation of not only the intent, but the letter of Robert's Rules of Order, because it changes the entire meaning without allowing others to be involved in the process for transparency sake.
  4. It is understood the minutes can be changed, but the real question is if any change needs to be done 'at the next meeting', NOT outside of the meeting. To compel minutes to be changed without the entire body seems to denote 'control' and a bias, which would or could be dishonest to what was done or stated. And to not let anyone know of the change is dishonest. So the question still remains, did the President violate Robert's Rules of Order by compelling a change 'outside' of a meeting where the minutes would be discussed and properly ammended?
  5. What if a meeting occurred and minutes were recorded by the council Secretary, but once complete were distributed via email to only our church Secretary. Then the president called the secretary of the council on the phone and compelled her to revise the minutes and send a revised set of minutes without any indication to any member of the council they were revised in the updated unofficial minutes to the church Secretary. This was all done before any scheduled council meeting and was done without the knowledge of any of the other council members. Does this violate Robert's Rules of Order, since it was done without anyone's knowledge other than the President, Council Secretary and Church Secretary? Thank you Pastor Darian Hybl
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