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Found 21 results

  1. Hi, I work for a federal government department. We are in one portfolio and recently started a project that is being managed by another portfolio. The other portfolio hired a new project manager for the project and I had a phone conversation with him yesterday to discuss project deliverables, timelines, etc. We're all working from home and because it's difficult to share information amongst ourselves, I typed out the minutes of the meeting because I was planning to disseminate them to the project team members in my portfolio. I typed out the minutes because members of my team asked me to report back on my discussion with the new PM so we could try to get a handle on what's going on with the project (there's a lot of confusion about what the other portfolio thinks this project is supposed to deliver, information is rarely shared, and they seem to be reluctant to commit to spelling out anything (many of their communications seem purposely vague)). I sent the minutes of the meeting to the new PM to make sure I got the gist of the conversation correct. He made several detailed adjustments (that it would help the team to know) but asked me not to disseminate the minutes because they "might create confusion, misunderstandings and may not adequately capture the context of the one-hour conversation we had." I'm not sure how to respond to his request. Any advice? Thanks. Kris
  2. If a previous meeting's Executive Session's minutes are voted on and approved in the Open Session of the current meeting, do those Executive Session minutes now become record for the open minutes for that meeting? Meaning June's ES minutes are approved in July's Open Session. If they do become part of July's OS record, how should they be recorded?
  3. 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.
  4. Is there a proper protocol for what information is put into an organizations minutes. The secretary of the association is putting in a medium amount of detail into the minutes regarding what is being discussed during our open board meetings. There are board members who think there should be very minimal amount of detail in the minutes due to them being a public document and concern that a competing organization will access our minutes to try and get detail on what we are working on (there is a history of this). However, there is also concern that we have transparency for our members. What do we do? (see example of minutes) https://docs.google.com/document/d/1QBTEsDgBK9WLG36QGZLbW4OnSy4PbbEGgRmjUDMisOI/edit?usp=sharing
  5. Guest

    Meeting Minutes

    I serve on the board of a 501(c)(7) organization. The organization holds monthly board and general membership meetings at which minutes are taken. Our current president recently instituted a rule that causes me some concern. The new rule requires that all draft meeting minutes must be reviewed and approved by the current president before they are published in our monthly newsletter. The president receives the drafts from the club secretary, makes any substantive or stylistic changes she deems necessary, and then forwards the minutes directly to the newsletter editor for publication with the secretary’s and the president’s signatures. No one other than the president knows what changes have been made. The newsletter editor has been prohibited by the president from publishing any draft minutes that the president has not personally approved. Our club’s practice has been that the secretary drafts the minutes and submits them to the newsletter editor for publication. The draft minutes are brought up at the next meeting. At that time, any member of the appropriate group (board or voting member) may move to amend the minutes before they are approved or the minutes may be approved as published. Draft minutes have (at least as far back as 2000) been taken by the club secretary, submitted in draft form directly to the newsletter editor, and published in the club newsletter, which is shared with all members before the minutes are reviewed and approved at the next meeting. Our club’s bylaws state, in relevant part: “Officers. The Club’s officers, consisting of the President, Vice President, Secretary, and Treasurer shall serve in their respective capacities both in regard to the Club and its meetings and the Board and its meetings. a. The President shall preside at all meetings of the Club and of the Board and shall have all duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws. The President may appoint, subject to the approval of the Board . . . and all Committee Chairpersons. The President shall not serve in any appointed office and shall be an ex officio member of all committees. * * * c. The Secretary shall keep a record of all meetings of the Club and of the Board and of all matters of which a record shall be ordered by the Club. He/she shall have charge of the correspondence, notify members of special meetings, notify new members of their approval for membership, notify officers and directors of their election to office, keep a current roll of the members of the Club with addresses and telephone numbers, and carry out such other duties as are prescribed in these bylaws.” With regard to parliamentary authority, the bylaws state: “Order of Business and Parliamentary Authority: The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special Rules of Order the Club may adopt.” I would like your advice on whether the rule as instituted by our club president would be a violation of Robert’s Rules. Thank you in advance.
  6. 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
  7. If nothing specific in the Bylaws, does Roberts Rules provide that members of a non-profit organization should be timely provided Minutes of Meetings of the Membership (such as an AGM)? as well as Minutes of Board Meetings? upon specific request of a member?
  8. If nothing specific in the Bylaws, does Roberts Rules provide that members of a non-profit organization should be timely provided Minutes of Meetings of the Membership (such as an AGM)? as well as Minutes of Board Meetings? upon specific request of a member?
  9. While reviewing a meeting minutes draft I noticed a mistake. The error was not in the minutes, it was in the information that was provided. That is, during the meeting someone reported a figure and the minutes reflect what was reported, but the report was incorrect. In a case like this, should the minutes be amended to show the correct information or should the minutes reflect what was actually reported and then the error addressed at the next meeting and noted in the next meeting's minutes that the previously reported information was incorrect? Thanks.
  10. I am curious how the below situation should appropriately be handled in meeting minutes: At a recent meeting run under RONR a motion was made, there was discussion, an amendment was proposed and there was discussion about whether or not to accept the amendment when the Chair declared that there being no objections the main motion as amended was adopted. There was an objection within less than one-second by one member to the use of unanimous consent as well as a call for the vote by another member. The Chair overruled the objections and declared the motion adopted. How is this handled in the meeting minutes and are there any other considerations to be aware of?
  11. Esteemed Parliamentarians... Thank you for your previous assistance. I am back with 2 more questions regarding minutes. The Secretary of our HOA resigned. I volunteered to write minutes and "signed" them as "Scribe:". 1. I published the unapproved minutes as DRAFT (clearly identified in RED) in our local HOA monthly newsletter. I believed I could publish DRAFT minutes as long as they were clearly identified as such. I am unable to find the citation in RONR. Was I incorrect in doing so? If not, please help me with a citation. 2. A board member asked me to include a motion from an Executive Session in the minutes and label it as coming from the Executive Session. In this case, that part of the Executive Session was a continuation of old business, authorizing funds for an architect (2nd time) ... At the time, I did not realize the Secrecy of the Executive Session required a vote by the Board Members. In hindsight, I assume the request from the Board member was not appropriate and I should have asked if the secrecy was lifted by vote. Correct? Can you give me a RONR citation for the secrecy vote. Normally, I am having difficulty finding the citation online (and loaned my book to someone).
  12. Guest

    Rogue Secretary

    hello, my name is Patricia and i belong to a modest club as a board member. I have a couple questions regarding secretary duties, ethics and roberts rules. Our newly appointed club secretary has recently come into questions by a couple board members regarding procedures, notice of meeting as well as revision of previously approved minutes, The questions i will list below. Board meeting notice our bylaws state that a "Notice of each meeting shall be sent by the Secretary to each Board member at least ten (10) days prior to the date of the meeting, unless heretofore agreed to by all Board members". our Club Secretary has recently sent a meeting notice with only four days notice before this next meeting. 1) Is this meeting valid eventhou it does not follow the club bylaws requiring a 10 day notice unless agreed to by all board members? 2) How does one protest the lack time on the notice before the board meeting? 3) Could they still has a board meeting and would their actions and approved motions still be valid? Revision of previously approved minutes within a short period of time after the appoint of the new club secretary, he immediately made revisions to meeting minutes going back for six months. Three of the meeting minutes were already approved by the board that he made a revisions. Then he presented them to the board for re approval and approval before sending them to the general membership. The revisions were made to cover up some irregular voting and malicious tactics that were used to remove the previous secretary orchestrated by four board members out of seven. The majority of the board voted to approve the revision that were submitted by the previous secretary. 1) Could minutes of a meeting that were already approved by the board be revised and approved? The board vote was (4-2) motion carried for the revisions 2) If this was legal, how would this be sent to the membership? 3) Should the original minutes been sent with the fully revised minutes? 4) How should this have been handles fairly/ i5) Is there recourse if this was done illegally?
  13. For 28 years, our Township has included public comments in the meeting minutes Our Clerk has decided to omit them, as you would guess many are critical of the current Board's policy. She will get a majority supporting her. Can one person insist on an amendment to the meeting minutes or one person with a second? A friend on the School Board told me yes, but I cannot locate the section in RR.
  14. On page 500, under committee procedure, it states that "a secretary may be chosen to keep a brief memorandum in the nature of minutes for the use of the committee." We have a small board and follow small board rules. Can you please explain what a "brief memorandum" would be in the minutes? Also, if each committee submits a monthly report is it necessary to do this step? Thanks you.
  15. I am a new secretary for an organization that follows Robert's Rules. Recently, there has been some discussion on changing the format of the meeting minutes in order to expand them. A few board members argue that we should be following Robert's Rules for small organization because we have less than 200 members. Others feel that we are large enough to adopt Robert's Rules for large organizations and that expanding them is acceptable. How do you determine when to use Robert's Rules for large or small organizations? According to Robert's Rules, could a statement such as "Board Member X discussed a new contract for the Office Manager during the 2013-2014 year. Details of the contract will not be known until Board Member Y meets with the consultant" be included in the minutes, or is that considered discussion? There is some dispute over what exactly "done" means vs "discussion" when recording minutes. Your help would be greatly appreciated.
  16. Guest

    Hostile Board

    A little history to a complicated situation. sorry to be so wordy but there are several issued involved in this question. We've been dealing with this issue for a year now. Our board members (10 people on the board, 6 are elected positions,4 are regional delegates) are all long time experienced people that for years have run our non-profit in a completely satisfactory way. Then a year ago, a portion of the board (5elected members and 1 delegate) held secret meetings and voted to try and disband the organization. They wanted to give the membership only 20 days to make a decision. That was shot down but it changed the whole attitude of the board who now want to pick and choose the bylaws that they will follow. Our bylaws are 30 years old and there is no provision for the membership to remove them. Last year a legal bylaw amendment was proposed to put in a bylaw that would allow for their removal. Per our bylaws, all amendments are voted on at the next annual yearly meeting. The board decided rather than have the vote at the GM meeting, that ballots would be mailed to the membership instead. This is allowed. Over the next eight months, the board repeatedly delayed the sending out of the ballots again and again and never did send them out. They said that it was unnecessary since the bylaws were being revised anyway. (see below) At the 2012 GM meeting, 4 of the 6 elected members did not attend. The board wanted to cancel the meeting but our bylaws say that there must be a GM meeting in conjunction with our national event. The secretary ended up chairing the meeting and a member was voted into take the minutes. The meeting was held, several other issues were voted upon, one being an agenda item calling for a bylaw committee to be formed to completely revise the bylaws and that they would be voted on by the membership at the 2013 GM meeting which is the end of this month. The committee did its job and now the board wants to not allow the voting of the revised bylaws at this year's GM meeting. Their arguments are that 1) last years meeting was informal only since it wasn't chaired by the president as stated in the bylaws 2) that it is the board that created the bylaw committee, not the membership via agenda item, because there was (according to them) no legal meeting. If they created the committee, then they can say what does and doesn't happen with its labors 3) that the minutes of last year's meeting aren't binding because they were never published (they cant be published until they are approved) 4) that the bylaw revision was supposed to be done by June 30 and the board was to have 60 days to review them (none of that was in the original agenda item calling for the revision. During the meeting it was suggested that they be finished by June 30 but nothing about a 60 review by the board. This supposedly is related to #2 above.) Our bylaws state that if it is not covered in the bylaws then RRoR prevail. So now, to my questions: 1) Since a temporary chairman was in charge (the secretary), not actually voted upon but no objections from the membership, doesn't that make it a legal meeting? 2) Since the secretary herself sent out the minutes taken at the meeting and asked that they be disseminated to the membership, doesn't that make the minutes (and the meeting) legal? 3) Since the bylaws state that a GM meeting shall be held in conjunction with our nation event, doesn't that make this a legal meeting even if some of the niceties aren't followed to the letter? 4) If the meeting was illegal or improper, then wouldn't the other things that were voted on at the meeting and the board subsequently acted upon (the approval and signing of two new contracts to outside vendors) then wouldn't that make those actions illegal and the board liable for signing contracts not approved by the membership? 5) If the meeting was not legal, then shouldn't the amendments that were supposed to have been voted on in 2012 and then was supposed to be done by mail ballot, be automatically be on this years agenda as unfinished business? 6) This year one region specifically included in their agenda items that the bylaw revisions would be voted on at this years meeting. Shouldn't that mean that they get voted on? Any assistance you can give is GREATLY appreciated. I've copied the pertainent parts of our bylaws below. Chris Dee ARTICLE III DIRECTORS AND OFFICERS 3. The President shall preside at all meetings of the Board and the general membership, and shall have the duties and powers normally appurtenant to the office of president in addition to those particularly specified in these by-laws. ARTICLE IV CLUB YEAR, VOTING, NOMINATIONS, and ELECTIONS Voting at the annual general membership meeting or at a special general membership meeting of the club members, shall be limited to those club members of DVG in a Region, whose representatives are present at such meeting, except that in the event of the election of any elected officer, voting shall be conducted by written ballot cast by mail. Voting by proxy shall not be permitted. The Board may decide to submit other specific questions for decision by the members either at the general membership meeting or by written ballot, cast by mail. Voting at any general membership meeting shall be by simple majority with no quorum required. A club's representative shall be the then club president of record or such other person as shall be designated in writing to the Secretary by that club's president. ARTICLE VI POWERS OF THE BOARD The Board of Directors of the Organization shall have the power to exercise all rights and privileges granted to them by these by-laws and the laws and rules of DVG. In addition, the Board shall have the authority to determine and administer policy on all matters of national concern and to establish a relationship of cooperation and communication with the administrative officials and policy-making bodies of DVG in Germany. All powers not expressly granted to the Board by this Article are reserved to the member clubs. ARTICLE VII MEETINGS The annual general membership meeting of the Organization shall be held in conjunction with the Landesverband Championship. The time, date and location shall be fixed by the Board. Written notice of the annual meeting shall be mailed to each club sixty days prior to the date of the meeting. ARTICLE VIII AMENDMENTS TO THE BY-LAWS Amendments to these by-laws shall be made in only one of two ways. Amendments may be proposed by a majority vote of the Board or by a petition signed by twenty percent of the then total DVG clubs within the Regions in good standing. Upon proposal of an amendment by either Board action or petition, the issue shall be voted on at the next annual general membership meeting or by written ballot, either in a general or special election, at the option of the Board. Any amendment shall be subject to approval by DVG.
  17. If a general membership meeting does not have motions or votes, is it necessary to keep meeting minutes? For example: Call to order Read/approve minutes Old business - none, no motions, no debates, no votes. New business - none, no motions, no debates. This is a nonprofit and most of the business is conducted by the Board. All that is usually brought to the membership is the approval of the budget and any changes to the by-laws. Thank you.
  18. Guest

    Voting on minutes

    Is it necessary to have a motion, second, and vote on meeting minutes?
  19. Guest

    Reporting on Reports

    Our committee and staff members submit written reports at our board meetings, which they read aloud and then submit to me to file (as a piece of paper) with the minutes. In the minutes, instead of re-writing the information, I refer to attachments of the minutes and state the title of the document. Do these reports need to be kept as separate documents with the minutes, or can the members report verbally, and then submit their report, typed, for me to submit as their report in the actual text of the minutes? Thanks!
  20. I am newly appointed to a HOA BOD. I have been an elected public official for 20 years in another state. My question is: If we have a quorum, pass a motion, and discuss our proposed budget for 2 hours do we need to take minutes? I'm guessing we do, but I'm not sure if HOA's follow the same guidelines as public office. Thanks for your help.
  21. Are meeting minutes required to be typed for a future 501c(3)? I have them written just not typed. We are going through the motions to become certified. Any help or guidance would be appreciated. Thanks!
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