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  1. Minutes . We had a speaker presenting a problem with club policy at executive meeting . After speaker finished presenting case she was asked to leave so executives could openly discuss issue. When executive minutes were sent to membership, conversations and opinions of one executive were quoted several times and not from any other member , not even the presidents opinions were entered. Since these conversations were private in executive should they have been sent to membership. Should one NAMED members opinions be singled out and sent to membership in minutes. Can minutes once excepted be changed if it is found inaccuracies existed
  2. Guest

    Approving minutes

    We are an international society which holds formal face-to-face meetings twice a year. Conference call meetings occur in between. New officers are elected every 2 years. Issue: January of 2018 produces new officers and new members of a particular assembly of the society. During their first meeting of 2018, they are to approve the minutes of the December 2017 face-to-face meeting, at which, none of the new officers attended. This scenario is true for all 20 of our society's assemblies. Question: Since it is unlikely the previous assembly members will have time/opportunity to approve their minutes from the December meeting, can we apply RONR p 355, lines 8-11: "It should be noted that a member's absence from the meeting for which minutes are being approved does not prevent the member from participating in their correction or approval"? Thanks for your help!
  3. Guest

    Null & Void Vote

    At a previous meeting, a member made a motion to recall an officer. Everyone was shocked, and the Chairman didn't know what to do and allowed the motion to remain on the table, seconded, and voted on. It passed with a majority, as the one member bringing the motion had enough votes by themself, after some abstentions. Afterwards when checking Robert's Rules, it was realized by the recalled officer that this type of vote should have had prior notice and a 2/3rds vote, neither of which happened, thus making the vote null and void. If a Point of Order is brought up at the next meeting, and upheld by the Chairman, should the original Motion be deleted from the minutes, or crossed out with a note? There is no opportunity now to remake the motion, as the officer's term of office was finished at the last meeting. Or is there another way to clean up this matter?
  4. Robert's Rules, 11th ed., includes an example tellers' report. I am taken to understand that I am to include it, in that form, in the meeting minutes. This is how it looks in the minutes I took: "A ballot vote was held, and the Secretary and Vice President counted the ballots. The chair announced the results of the Treasurer election: Number of votes cast........................................... 40 Necessary for election......................................... 21 Mr. A received............................... 16 Mr. B received.................................. 12 Mr. C received.................................... 11 Illegal Votes. Ballots without a name............................. 1 The chair declared that the result was no election, and a run-off election between Mr. A and Mr. B was held." What do y'all think about this? Anything you would change? BTW, we require that members put their names on the ballots, so don't worry about that part. I am more concerned with the form of the minutes.
  5. Guest


    In Minutes what word would you use to replace “Housekeeping”?
  6. If a society is meeting for the last time and there is a plan to adjourn sine die, how should one handle approving the minutes of the meeting?
  7. In the minutes, the secretary recorded as an action to be taken that the board requested the executive director complete a task. In a subsequent conversation between the executive director and the president of the board, they decided that the action was ill advised. They would like to strike the action from the minutes of the meeting. Given that it is not a formal board action, only something they asked the executive director to do, can it be removed from the draft minutes?
  8. Sorry to bother you all with this one. I think I know the answer but need to double-check. Situation: A multi-page proposal was in a committee report and recommended for adoption by the assembly. This report, and the proposal within, was distributed to all members prior to the meeting. During the meeting, approximately five words were struck and six words inserted. This was the only amendment to the proposal before it was adopted. Questions: Given all members had a copy of the original proposal, does the entire proposal as amended need to be recorded in the minutes (the example on RONR p. 472 (Mrs. Smith's resolution) would see to point to "yes"), or can (a) the minutes just note that the recommended proposal was adopted with X struck and Y inserted and/or (b) the amended proposal be attached to the minutes (so long as it is recorded in the minutes that the proposal was amended and that the amended proposal is attached)? What if the proposal had no amendments and was adopted? Must it be entered in the minutes in full again (given it is in the submitted written report from the committee, or can reference just be made to the proposal, for example "The proposed motion for changing the budget requirements was adopted."
  9. At a meeting of the General Assembly during which the board election occurred, a member who was unfamiliar with Robert's Rules interrupted the reporting of election results. In the minutes of that meeting, there is an asterisk next to the topic, "election of directors," and then, at the bottom of the page after the Secretary's signature, this reference, "John Doe raised his voice, repeatedly interrupting the Chair. The Chair rules John Doe's comments out of order and instructed him to be seated." The question is not whether John Doe was out of order, but if the reporting of this incident in the minutes as described above is proper. And, if not, how should this incident have been reported? Or should this incident have been left off the minutes?
  10. In the absence of the secretary in executive session (as she is an employee and a non-voting member of the board), can the president take his own minutes or should he appoint someone else to do so? Also, shouldn't the minutes be adopted at the next executive meeting, especially if it is on the same topic?
  11. An organization I'm in records the names of those who second motions in the minutes. RONR says: (RONR 11 p. 470 ll. 26-28, emphasis mine) Does custom qualify as being "ordered by the assembly"? Should I bring this up to the secretary (who, as I understand it, has been secretary for quite some time, where I'm not even officially parliamentarian (yet))? Or should I chalk this up to "pick your battles" and go back to reminding people that "friendly amendments" aren't a thing?
  12. If a member at the current meeting was NOT present at the previous meeting, can he/she move or second the motion to accept the mintues of the previous meeting (that he/she was NOT in attendance)?
  13. ShellyS

    Amending Minutes

    RONR states the assembly is responsible for approving and correcting the minutes. Does the assembly include the VP if the mistake was made in minutes of a board meeting? The only time the board gets the minutes from any meeting is that we hear the reading of the minutes from the last meeting at the next meeting. We have no opportunity to see them or correct them prior to that. If the mistake is an omission of an important motion that was made yet not seconded or voted on... that should be in the minutes right?
  14. A member proposed a motion that was voted on and approved. Now I'm being asked if we can limit the detail of the motion in the minutes...?
  15. Guest


    My organization has a Foundation that is to remain separate. We have suspended our meetings to allow the Foundation to make a report. The Secretary does not record any information from that report. Is this handled correctly? Or should the Foundation not report at all? I know of another organization that does not allow their Foundation to make reports. If members want to know what’s going on, they are encouraged to attend the Foundation’s meeting. Your help is greatly appreciated. Thank you!!!! Your help is greatly appreciated,
  16. RONR p. 468, ll. 31-32 say that minutes should contain "the date and time of the meeting, and the place, if it is not always the same." An organized society can meet by teleconference per bylaws, and adopts RONR, but has no rule addressing this particular issue. Should (must?) the minutes contain the phone number and access code for the teleconference meeting as it's "location" (assuming it is not always the same)?
  17. After reading the minutes of the previous meeting is a motion and second required if there are no corrections or can the president call for a direct vote to accept the minutes as read?
  18. Guest

    Committee Chair

    May meeting minutes be approved by email rather than waiting for the next meeting?
  19. Guest


    I have read that you need to minute what is done not what is said. Does that mean the secretary does not summarize agenda items or topics of discussion if there is no motion involved?
  20. Prdmry


    Do we need to minute the votes of board members as to who voted yes or no?
  21. West Coast Clerk

    Secretary Figurehead

    I am a municipal clerk working for a large special-purpose agency governed by a small board of elected officials. Our bylaws call for an office of secretary from among our statutorily elected board and they assign to the secretary the usual duties to prepare and maintain records of the board's proceedings, including the minutes, along with other typical secretarial responsibilities. It is a matter of longstanding practice that the secretary signs the minutes of the board upon their approval, which is consistent with RONR sections 47 and 48. However, with the exception of occasionally serving as presider pro tempore, it is not the elected secretary who does any of this work, nor is there an active role in our staffing structure for the secretary directly to coordinate my performance of these duties as a delegate. As we review the board's bylaws for revision, I am unsure of how to reconcile the disparity between the titular office of secretary as a member of a board I serve but on which I do not sit, and the actual performance of the secretary's functions, which are integral to the fabric of the rest of our bylaws. Are there other contributors to this forum with a similar conundrum and how have you dealt with it as pertains to how your bylaws identify the roles of the officers of your board? Thank you.
  22. If a member proposes that the minutes be corrected (at the time of their approval) by striking out the tellers’ report from an election, and another member objects, does the correction require a two-thirds vote? PL says that “anything that the rules require to be in the minutes cannot be struck out, except by a two-thirds vote” (q. 248, p. 499), but RONR includes all corrections under the usual rules for amendment, i.e., majority vote ([11th ed.], p. 354, ll. 30-33). If a two-thirds vote is required to strike a tellers’ report, would it also be required to strike something more mundane, such as the name of the maker of a main motion? Similarly, what vote is required to correct the minutes by inserting something that RONR says should never be in the minutes, such as the secretary’s opinion, or something more mundane, such as a brief summary of a guest speaker’s remarks?
  23. At a Business Meeting of organization members, I believe Council Meeting minutes were improperly referenced. One of the Council Members handed a copy of the Council Minutes to an organization member and the minutes were referenced as a point of discussion. The Organization by-laws allow an organization member to request a copy of Council minutes with a written request and specification for the purpose of the request. Is there recourse for discussion that took place referencing these minutes at the Business Meeting?
  24. 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.
  25. If the Roll Call listed as part of approved minutes must be changed - does that require reconsideration/amendment of the minutes at the next meeting or can the Chair/Secretary simply update the roll and initial?