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History: Our non-profit group held their AGM recently. The secretary had sent out AGM minutes from the previous year (2020) as mandated but sent them as a Rev.1. The reason for this was the out-going secretary in 2020 had sent out the minutes to the incoming board a few days after the 2020 AGM, in Feb 2020. The current secretary noticed there was an error on those Feb 2020 version, revised them, and sent out the revised copy, indicating they were revised by adding Rev 1 to the title, to be adopted at the 2021 AGM. Question: Was the current secretary in error by sending out AGM Minutes of Feb 2020 (Rev. 1) as the minutes to be adopted or should she have used the minutes that were sent out by the former secretary?
What are the rights of non-members attending the AGM of a Society. Are they entitled to speak from the floor or do they require permission from the chair, or the assembled members, to speak? Know that non-members do not have a vote, but can they move motions? Can they raise a point of order? Do they have any other rights on the floor? I will be chairing the AGM Thank you.
After being a minute-taker for various organizations for many years, I've been working as volunteer secretary for the past four years for a NPO society in Canada. After the AGM's, I always prepare and circulate minutes with attachments (financial reports, president's and director's reports). Admittedly, this makes the document lengthy--sometimes 20 pages or so, depending upon the number of reports, although the minutes themselves are usually only three or four pages. Recently, I've been told that this is incorrect and that AGM minutes (1) should not include any documents and (2) should not be circulated to members because the minutes are read out at the next AGM (obviously at least a year later). I say this makes no sense because the membership will not be the same each AGM, and members, not all of whom attend the AGM, are entitled to know the business as soon as possible after the meeting. I've searched Google in general and RONR in particular, but can find no definitive answer. I'd appreciate any comments and suggestions. Thank you.