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  1. Guest

    Minutes

    Do the minutes need to follow what the agenda says? For example, an item on the agenda being "Approve to allocate $5,000 to the park department to finish a building". But, at the meeting the Board decided to allocate $8,000 instead. Is this ok? I didn't know if the minutes had to be exact as the agenda. Please help!
  2. I was under the impression from reading RONR 11ed that dispensing with the minutes means they are not read at the regular time of the agenda but are still read at a later date. However, in RONR for Dummies (which I know some of you are less fond of), it mentions a special wording where one adds "and approve them as distributed" so that the minutes no longer have to be read. From my studying, RONR 11ed makes no mention of that special wording or such motion. Is this still legal and would the standard characteristics be consistent with the normal dispense (e.g. majority vote and no debate)? Shou
  3. Is there any guidance or preferred practice for recording the agenda in the minutes? Typically, our board approves minutes that reflect the motion to adopt an agenda. We would be correct that there is no need or requirement (or purpose, really) in specifying what was listed on the agenda (or amended to agenda) in the minutes, yes?
  4. Please help! Who is in charge of the board's meeting minutes? We have a secretary who does a fine job and she circulates the draft minutes with a couple of days to our board for feedback in case she missed anything. We send her our feedback, mainly tweak here and there, typo corrections etc. We are a small board of 7 members so the more informal Roberts Rules apply to us. Here's the problem: Our president is rewriting the minutes to hide her actions and malign another board member. The president then sent the revised draft minutes to the property manager to put into the board members' packet
  5. I have a question with respect to how to minute rulings and appeals. In our previous meeting our President provided a number of rulings. In each case there was a successful appeal of the ruling. Additionally there was a call of the question with respect to the discussion of the appeal (most times successfully and once unsuccessfully followed later by a successful call of the question). What is a good format in which to note these in the minutes? What is the information I need to record? I believe that would include: Ruling text, the Appeal of the Question text and maker of the motion, an
  6. The board for my HOA has two annual meetings. One takes place in the fall and covers budgetary issues. The second one takes place in the spring and is the annual meeting. These board meetings are held with all members of our HOA regardless of whether those members have voting privileges. When I recently inquired regarding when the board was going to post the meeting minutes from the October, 2015 meeting, the board member with whom I spoke indicated they cannot publish meeting minutes until they are approved at the annual meetings that are held one year after the meetings have occurred. I
  7. If a motion is temporarily disposed of, but is later finally disposed of during the same meeting, is it necessary to record the information regarding the temporary disposing of the motion in the minutes? For example, an assembly might postpone a motion until later in the same meeting, or it might lay a motion on the table, and the motion is later taken from the table during the same meeting. Would the minutes show the fact that the motion was postponed or tabled, or would it only show that it was adopted or lost?
  8. I am a member of a Fraternal Organization incorporated in the State of Washington. My question for today concerns the minutes of meetings, specifically minutes of our Board of Trustees (regular and/or executive session). According to RONR 11 (p460, 6-7) “Records of the Secretary”, are specified to include reports from boards or committees; (p460, 13-17) “any member has a right to examine records including minutes of an executive session” however (p460, 17-20) states “same principle applies to records kept by boards and committees, these being accessible to members of the boards or committee
  9. At a recent annual, national meeting of an organization, some constitutional amendments had been distributed (in advance, as required) for consideration, but no motion as to their acceptance/adoption had been made. Discussion ensued - despite the lack of a motion. Widespread disagreement and lack of understanding of the not-yet-motioned amendments became apparent. A member motioned that the proposed amendments be referred to a committee for review and rewording, and that the amendments be again considered at the next meeting. This motion carried, and a committee was appointed by the
  10. Dear colleagues, When a member of a body demands that something be put "on the record," I have always assumed that this request lies within the power of the assembly to grant or deny. In other words, the members must vote on whether the statement should be included in the minutes or not. However, I can't find any citation for this in RONR. A difficult board member, prone to making such statements, is asking "where it says that?" Can anyone point me in the right direction, either to specific guidance on this point, or to general guidance about the rights of members and the rights of the
  11. Guest

    Minutes and motions

    I have tried to find but ... when you are doing the minutes for a meeting, I believe it is important to record not only who made the motion but also who seconded the motion. I have heard that the second does not need to be put in the minutes. Is that true? Thanks!
  12. It is my understanding that minutes may be approved. There is no requirement for a unanimous vote (5-0) by Board members. I have read: Section XI Quorum; Order of Business and Related Concepts, Rule 41 Order of Business; Order of the Day; Agenda or Program, Usual Order of Business in Ordinary Societies, 1) Reading and Approval of Minutes (RONR (11th ed. paperback), p 354-355. But, herein lies the problem, an attorney has informed members of the Board, that because the minutes were distributed via email, approval (at the meeting) requires a 5-0 unanimous (and they would argue that the definit
  13. At the last meeting of our assembly our President refused to allow the minutes of the prior meeting to be distributed or discussed/approved. Is there any way this is legal in RRNR?
  14. Guest

    Unacceptable Minutes

    Our 501c3 had a Quarterly meeting in April where we conducted much business. Our Recording Secretary was absent. Two Board members voluteered to take notes, collate their observations and submit the Minutes as a team. The minutes submitted are one member's(sketchy) notes and omit whole motions and votes. We are a Senior group and 3 months is a time frame that makes memory difficult without those notes. It appears that perhaps the other member who volunteered lost his notes. If the minutes as submitted are unacceptable how do we carry on? Should we table the approval of the minutes unt
  15. For the type of society in which the general membership meets only once a year in annual meeting, is it acceptable for the approval of the minutes to be made at the subsequent annual meeting? RONR (11th ed.), p. 95, ll. 2-3 state: “Minutes of one annual meeting should not be held for action until the next one a year later.” This obviously applies to a society which has more regularly scheduled meetings of the membership (e.g., monthly). Does it also apply to those in which the general membership only meets annually?
  16. If the secretary is not present at a meeting and someone else takes the minutes, who signs them when they are approved, the secretary or the person who took the minutes?
  17. Ever since I was introduced to Robert's Rules of Order, I have always wondered why minutes are approved at the beginning of the next meeting, instead of the end of the session in which the minutes are for. You can always move to change the minutes after they are adopted, and the secretary should take notes and write the minutes during the meeting. I doubt every member (or very many, for that matter) are going to remember exactly what happened at the meeting. And some members could have been at the first meeting, but could not be in the next meeting to object to minutes. Also, some societi
  18. Hello, I am in a bind and could really use some help. The issue involves two motions: the first was a motion was voted as 3 in favour, 2 opposed and 2 abstained. The motion was minuted to have failed according to our interpretation of Roberts' Rules at that time. A second motion was then made to that countered the first motion, which was voted on as 2 for, 1 opposed and 4 abstain. The motion was also minuted to have failed according to our interpretation of Roberts' Rules at that time. We thought we needed a majority, but we did have quorum, so it was a majority not including the abstaine
  19. I have a question about meeting minutes and specifically, on recording the names of movers. Robert's Rules states: "The name of the maker of a main motion should be entered in the minutes, but the name of the seconder should not be entered unless ordered by the assembly." Is this rule intended to be permissive - meaning that, organizations may choose not to record the name of a mover within their minutes (e.g., because that's the way they've done this traditionally or they just choose not to, etc.).
  20. I am new to this discussion forum, but the question I have involves a far reaching consequence. The U.S. system for protection of human subjects of research is overseen by a federal office ( the Office for Human Subjects Protection.) The procedural rules are state in 45 CFR 46 and a version of that regulation has been adopted by 16 federal agencies under the heading of the Common Rule)http://www.hhs.gov/ohrp/humansubjects/commonrule/index.html The regulations specify a number of issues that must be documented in the meetings of the Institutional Review Board (IRB). I was a member of the federa
  21. Guest

    minutes

    Do minutes need to be voted on?
  22. Guest

    Approval of Minutes

    Hi, I am on my HOA Board for the time and was elected President. The previous Board was very cantankerous. Split 3 on side and 2 on the other side. The 3 that were on the same side did not run. However, now the 3 have sent their additions to the minutes, but are not currently on the Board. They were on the Board for the meeting that the minutes reflect. Currently, there are only 2 Board members on the Board that were at that meeting. Should all 5 Board members, including the new 3 members vote to approve the minutes? How should the additions that the 3 previous members be handle, s
  23. Our secretary only records who is in attendance and never who is absent. This seems to defeat record-taking procedures. It also makes no sense since our by-laws require a board member to be removed after 3 absences.
  24. Guest

    Naming Names?

    Hi! We have a small advisory committee that tries to follow the rules--mostly on motions and voting. My question is if we had a motion voted on with 6 yes and 1 opposed, in the notes do we name names? There's been some discussion that according to Roberts if we have an opposed, we have to listed the name of the person who voted opposed. We do have a video and audio of the meeting. Thanks! Kim
  25. When an officer of a non-profit group decides not to seek re-election, when does their term officially end? The board assumed it would be at the end of the AGM, as well as the expectation the individual would provide the AGM minutes - since they did not ask anyone else to take them. The AGM minutes are needed at the bank to change signing authority to the new officers - this is what the bank has told the non-profit group. The former officers in question attended the AGM, and functioned in their roles during the meeting, so it was expected that they would supply the minutes for the AGM, and t
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