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Found 270 results

  1. 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.
  2. When a two-thirds vote is required by the Bylaws, how is the vote recorded in the minutes. Is it simply adopted or lost or is it adopted with a two-thirds majority?
  3. I have a question about editing minutes of the secretary. According to our bylaws, in our organization's general meeting a secretary (designated by the Chair) records the minutes and then the Chair checks and edits the draft minutes before distributing them. In our executive committee, a secretary records the minutes and then all committee members check and edit the minutes. I could not find anything in RRONR that would contradict this procedure. Am I correct? What is the role of the secretary in this case? I ask because the draft minutes of both the general meeting and executive committee are heavily edited by the Chair and committee members between the meeting and the distribution of the minutes all members of our organization and it is a bit of a mess.
  4. If the minutes of a meeting include what a person said in public comments (yes, I know that they shouldn't, and this practice is being changed) and the minutes are approved, can they later be changed if the speaker of the public comment disagrees with how the approved minutes recorded their comment? thanks
  5. Our non-profit holds monthly board meetings. We have been under the impression that we should only release meeting mutes to the full membership after they have been approved, which means a one month lag. I can only find information on when to release minutes to meeting attendees, which is suggested with 24-48 hours if possible. Is it appropriate to release "unapproved" minutes to non-attendees (i.e., the full membership) in the same time frame as long as the minutes are notated as "unapproved"? I would prefer this approach.
  6. Can a board member abstain on voting for approval of minutes of a meeting they attended? How would this be handled?
  7. Guest

    Minutes

    I've seen some minutes in which personal opinions are noted about how council members would vote at an AGM. I don't think this should be recorded in the minutes, but don't know where to find this in Rogers. Any thoughts?
  8. Do the minutes of Board Committee meetings (Finance, Governance, Advancement, etc) need to be approved by the Committee or just attested to or signed by the Chair of the committee?
  9. Guest

    Minutes

    Do official minutes have to be typed? And, are they distributed to members at next meeting?
  10. What is the complete process for Executive Session minutes - taking, storing, approving, and RONR reference
  11. Is a member of a Board committee eligible to vote on a motion to approve committee meeting minutes for a mtg at which the member was not present? Is a former member of a Board comm. eligible to vote on minutes of a mtg they attended while on the comm?
  12. I am the staff assistant for the Board of Directors. I prepare the minutes for each meeting and the secretary normally signs. If the secretary is absent from a meeting, who then would sign the minutes for that meeting? Is he still permitted to do so? If not, how is the signer determined? From my online research I've determined that he may not be permitted to sign the minutes and the Board would choose another officer to sign in his place. If this is true I need to be able to explain this and show where this is stated in writing. I believe I have my answer, I just need to be able to prove it. Any help or corrections would be greatly appreciated. Thank you.
  13. For consistency and explanatory purposes, it seems like at it would be better for the motions to ratify or censure to be explained under the chapter on incendental motions rather than so cursorily at the end of the chapter on the main motion. In the very least, it seems as though the motions to ratify or censure are different enough from the motion to adopt (e.g., recommendations about action to be taken v. not-yet-validated actions perhaps already taken) that the motions should fall under separate subheadings. I raised more specific questions about the motion to ratify in an earlier post. But it also seems like the motions to ratify or censure deserve a more thorough treatment, if not with form and examples then at least with standard descritpive characteristics. I believe the motion to ratify (as opposed to the motion to censure) should not be allowed to be laid on the table such that it could ever fall to the ground. Actions requiring ratification should not go unratified. They should either be ratified or censured. I also believe the synonym to "approve" for the motion to ratify should be omitted. Otherwise the motion to "approve" (i.e., ratify) could become a conflicting term with the practice of approving minutes, which is not done by a motion. Worse, an organization could become mistaken that approving minutes which might include action in need of ratification, say from a previously held special meeting since the last regular meeting, is somehow tantamount to ratifying such actions. Which is bad.
  14. My first post here, so please redirect if I've mistakenly come to the wrong portion of the site... My home owners' association (HOA) has monthly meetings, with each month's meeting minutes formally approved the following month. After approval, they are posted in our website in a few days. Typically, this means it's about 5 weeks after a meeting occurs before the residents have knowledge of what happened. If a resident has a concern about something that happened, they then will have to wait until the following meeting -- a full two months - before being able to come to the monthly board meeting to comment. The worst case scenario for us is with the October meeting minutes. Since we have no November meeting, those won't be approved until December -- and the resident with a concern won't have a change to talk before the Board until January -- a full 90 days later. It has been suggested that the HOA Secretary publish draft minutes within ten days after each meeting, but nobody's really familiar with Robert's Rules and what provisions there are for draft minutes -- esp. with respect to publishing them online (albeit marked as "draft" until formally approved). I'd appreciate whatever guidance the experts here can give. (I should note that I'm not on the Board, but am a proponent of getting draft minutes published ASAP so members can more quickly see what the Board is doing and offer their inputs as quickly as possible.)
  15. Guest

    Minutes - corrections

    A question about submitting a correction to minutes of a meeting distributed before the next meeting. A member submitted a correction in writing to the secretary after the member received the minutes. That member can not attend the next meeting when the minutes will be reviewed. Should the member's correction be included in corrections to the minutes at that next meeting? This just happened and one member challenged it saying corrections to the minutes can't be done "by proxy." (Page 355, lines 8-11 in the 11th edition come close to addressing this but refer to a slightly different situation.)
  16. Hello - at our last board meeting, the board agreed to revise a board responsibilities document (not a part of the by-laws). It was agreed that the proposed changes would be sent via email. So, we sent the changes and asked for #1- Approval to consider this matter over email and #2 Approval of the revised responsibilities document. Each board member has replied to provide their approval, so it is unanimous. My question is this - what's the best way to reflect this unanimous approval to the board responsibilities document, since it's in between our quarterly meetings? Should we do an addendum to last meetings' minutes? A standalone document we can send to the board meetings? I was unable to find a straightforward answer on best practices for this. Thank you!
  17. A motion was put before the assembly. The motion was discussed. There was a call to withdraw the motion. The assembly voted to withdraw the motion. Should the motion be entered into the minutes despite a vote to withdraw?
  18. Guest

    Minutes - signing of

    The minutes for our meetings are typically signed by our committee President who is also the chairperson for the meetings. If the President is absent for a meeting then do they still sign the minutes for that meeting? If not then who should sign them?
  19. More than half of the members emailed in advance to say that they weren't able to attend, for a variety of reasons. Thus, a few hours before our meeting time, the Chair emailed us to say that the meeting was cancelled due to a lack of quorum. Do I still need to make minutes for this cancelled regular meeting, even if it's just one sentence on our letterhead saying when and why the meeting was cancelled?
  20. I am the secretary of a small nonprofit. In executive session minutes, what should be included and not included? There are some members of the board who are insisting on detailed minutes. Is there a section of RONR that I can quote to be very clear? The executive session regards removal of a board member and it has gotten ugly. There are even motions against using RONR. Thank you.
  21. Guest

    Correcting Minutes

    Can a person attending a meeting recommend a correction to the minutes, if they were not at the meeting when the minutes were created, but recognize the fact to be incorrect? If so, where in Roberts Rules may I find that reference?
  22. Is it necessary to identify in meeting minutes the names of board members who second a motion being presented? I can see where it might be helpful to do so if, for example, there are guests present at the meeting, if only to confirm that those who seconded the motion were authorized to do so. However, assuming the minutes note that a quorum was present and the meeting called to order, might one safely also assume that those seconding a motion were members and not guests? I just discovered your forum. What a wonderful resource!
  23. I'm a new member here... seeking some general clarification of what type of items should & should NOT be included in meeting minutes. Can anyone guide me to a good link for "general" guidance on the 'Minutes' topic, please? THANKS
  24. The Treasurer has requested a "correction" to the minutes, based on information obtained after the meeting. Specifically, a checking account balance was reported during the meeting. After reviewing the draft minutes submitted for board review, the Treasurer reported that an estimated charge was, two days after the meeting, discovered to be a different amount, thus affecting the balance. It has been suggested that it would be proper to "correct" ( I.e., just record the new amount as if it had been so reported at the meeting) the minutes to reflect a new checking account balance, since board members were informed via email (several days after the meeting) of the correct charge. I maintain that there is no "mistake" in the minutes as properly recorded during the meeting and another method of correction should be used.
  25. When a motion is added to the minutes must the persons name be recorded in the minutes that made the motion. Who seconded it and who moved it.
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