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Found 262 results

  1. Guest

    Minutes

    Do official minutes have to be typed? And, are they distributed to members at next meeting?
  2. What is the complete process for Executive Session minutes - taking, storing, approving, and RONR reference
  3. 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?
  4. 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.
  5. 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.
  6. 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.)
  7. 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.)
  8. 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!
  9. 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?
  10. 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?
  11. 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?
  12. 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.
  13. 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?
  14. 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!
  15. 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
  16. 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.
  17. 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.
  18. 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
  19. 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!
  20. 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?
  21. 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.
  22. Guest

    Wording

    In Minutes what word would you use to replace “Housekeeping”?
  23. 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?
  24. 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?
  25. 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."
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