Jump to content
The Official RONR Q & A Forums

Search the Community

Showing results for tags 'minutes'.



More search options

  • Search By Tags

    Type tags separated by commas.
  • Search By Author

Content Type


Forums

  • RONR Message Board – Robert’s Rules of Order Newly Revised
    • General Discussion
    • Advanced Discussion
    • The Robert’s Rules Website
  • About the Message Board
    • Questions or Comments about the Message Board
  • Archive
    • Archived Discussions (2010)

Find results in...

Find results that contain...


Date Created

  • Start

    End


Last Updated

  • Start

    End


Filter by number of...

Joined

  • Start

    End


Group


Location:


Interests

Found 89 results

  1. Good day. Hope everyone is doing well. I have a question of the transcribing of minutes. I tried to point out to our Chairperson that things like personal observations, judgmental comments, or wording, such as... "There were several displeased and heated opinions regarding the addition of the category and the language...", do not belong. He tried to argue that "the minutes have to be accurate and we can't take short cuts". I argued that the minutes should be concise and summarize the major points of what happened at the meeting. Not to include opinion and speculation. Help?
  2. Point of order is raised in contentious debate over a motion - does the point of order get included in the minutes?
  3. I am presently the minute secretary of a non profit organisation. As I am due to take minutes of the AGM this month, I have been forwarded a copy of last year's minutes. There is no list of members present on these minutes, only a note under the "Present" tab that the chairman has a list. My question therefore is - can these minutes be approved without the list of attendees being available?
  4. Is it normal (or appropriate) for minutes to be read immediately following a meeting - basically, to re-cap what was said/voted on at the meeting?? My not-for-profit company has been doing this for years and I feel if you read the minutes after a meeting that "technically" they are approving them on-the-spot. Thoughts???
  5. I am part of a small board. I understand that opinion and commentary are not part of minutes. If such opinion or comment is part of an officer's (verbal) report, should it be included? Example: Officer reports that the budget for a raffle drawings was not enough to last the fiscal year, and states her opinion about the purpose of such drawings--which happens to contradict the published purpose. If the opinion is directly related to an action the officer is taking, should it be included? Example: Officer reports she will be absent for a future meeting and delegates one of her tasks to another member for that meeting, stating that she feels it (the task) is a service to members. Thanks for the clarification.
  6. The Dec. minutes for our non-profit group were approved at the beginning of the January meeting. There was election and change of several board members from December to January. A former board member (from December) submitted an amendment to the previously approved minutes. Who should be voting on this amendment- the December sitting board members or the new sitting board members? Does it matter if the members were present at the meeting or not? Just FYI- since our minutes are published, they include what was "done and said". The discrepancy is about what was "said" (though it is my feeling that the amendment includes some opinion as well). How does one prevent opinion from entering the minutes?
  7. Guest

    Approval of Minutes

    If the December 2012 minutes are corrected and then approved and accepted at the January 2013 ..... can those minutes then be further corrected and then approved and accepted yet again? could you cite "chapter and verse" to justify your answer .... thank you
  8. Guest

    in camera minutes

    If part of the meeting is in camera, is there any obligation to publish in the public minutes anything that went on "in camera", including any motions, passed, defeated or tabled? Or does all of that just stay in the "in camera" minutes?
  9. Constitution states: Minutes of all Executive Committee meetings, including teleconferences, shall be kept and promptly promulgated to the Association members within 30 days of the meeting. So if a vote is caried out in Executive Session, do the members have the right to see the passing of that vote in the promulgated minutes?
  10. In Robert Rules of Order 11th edition, pg.36. When and how do you use "Rescind and Expunge" and what does it mean "on extremely rare occasions". What is the criteria for using the rule?
  11. A member proposed an amendment to a motion. The amendment failed, the motion passed. Is it necessary to document the amendment in the minutes? Carole O
  12. Our board is having a retreat, where we are orienting new members, discussing plans and priorities for the coming year, touring the facility, etc. There are no action items, and there will be no votes taken--it's purely informational. Are we required to take official minutes?
  13. Guest

    Meeting minutes

    Please can you tell me if Roberts Rules, 11th edition says anything about how meeting minutes should be typed? I know that withdrawn motions should not be included but how about the format of the minutes? We have a secretary who does it differently after every meeting and things that's just fine. It makes it difficult to read, especially when she center's everything on the page.
  14. I am the recording secretary for two public pension plans. This is my first experience doing minutes, much less for a public body. There seems to be some confusion about how some things should be handled, and I really haven't found an answer yet, so I'm hoping one of you lovely people can help me. My first question is about correcting minutes. Yesterday, the previous meeting's minutes were on the agenda to be approved. There was some clarifying statement that one member wanted, so a vote was passed to amend one section of the minutes. The minutes were approved as amended. My question is do I make the change to the original minutes and put 'Approved as Corrected' or 'Revised', or is the fact that the change will be noted in the current minutes sufficient? The second question has to do with approving minutes with a change in the chair. The bylaws of our boards state that the County Administrator is the chair of the committee. There has been a lot of personnel turnover in that particular position, and thus the chair has changed twice. Yesterday's meeting included the approval of minutes for a meeting that the current chair was not a part of. Would he sign the approved minutes, or would his predecessor who was the acting chair at the previous meeting sign their approval? It is happenstance that he is still with the agency, but what would the case be if the predecessor is no longer able to approve minutes for a previous meeting? I hope that makes sense. There is nothing in the bylaws that addresses who signs the minutes once they are approved. Thanks in advance for your assistance, Pension Maven
  15. Guest

    minutes

    Must the person making a motion and the person making the second be named in the minutes?
  16. Guest

    minutes availability

    After a meeting, when can the minutes be made available to the committee officers. We meet once every 6 weeks and minutes were completed within 24 hours of the last meeting. However, when a member of the board requested a copy of the minutes, they were told that the copy could not be obtained until the next meeting. These minutes contained critical information/ decisions and needed to be reviewed before the next meeting.
  17. Guest

    Correcting Minutes

    I have a question regarding correcting minutes. When the Board or a Committee goes to approve the minutes of a previous meeting and there is a correction/error (typo primarily) in the minutes, do the actual minutes of the previous meeting have to be updated and replaced in our minute book? i.e. Moved by___ and seconded by ___ to approve the minutes of Jan1/13 with the following correction - Agenda item #3 - replace the word "nothing" with "noting". CARRIED. Do the Jan 1/13 minutes actually have to be updated and replaced or do the minutes of this meeting supercede it? Just need some clarification. Thank you.
  18. Guest

    minutes correction

    Quick question....Is there anywhere in RONR that stipulates the secretary to ask for corrections from the chair before submission of the minutes? I questions those actions due to the secretary supposedly submits the minutes and then they are brought to the full board for any corrections and to be approved......I'm not sure that they work together with the minutes....clarification please and also what page may I find this information. thanks
  19. The group that I am involved in is having an issue with the accuracy of minutes. The secretary notes say one thing, most of the parents remember it differently and are pretty upset about it all. The meeting updates on Facebook confirms what the majority of parents says and the secretary posts these updates. How should all this be handled? Do we call for a new vote?
  20. I'm secretary for a club and the club board at the last minute asked me if we could move a discussion that was recorded in the board minutes to the excutive session minutes so that the general members of the club wouldn't see who we were discussing. It is my understanding that minutes are recorded in the order in which they are discussed and if they want an item to remain "private" they need to wait until excutive session is called. Our minutes are posted for club members to see after they have been approved. am I incorrect in thinking we may not move an item if it was discussed in the board meeting? Thanks Mary
  21. If minutes to a meeting are lost, or were not taken and the rule changes are contested, do the changes stand? 3 members "remember" and no one else does. How can we handle this?
  22. Guest

    Reading of the Minutes

    Do the minutes have to be read at a meeting? We no longer do this in my organization. Instead the president sends the minutes to members via e-mail about a week before our monthly meeting. When we convene, she asks if there are corrections to the minutes. Then, the minutes are corrected and approved.
  23. Our secretary has been keeping minutes but didn't have them prepared to approve at the last meeting. 1) Are we allowed to conduct new business without approving the minutes of the last meeting? 2) If so, how long are we allowed to go without approving the minutes? 3) What rule addresses this topic? Thank you
  24. Guest

    entry into the minutes

    If at a meeting a member requests that a memo be entered into the minutes and no objections to this are made at the time shall this memo be entered into the minutes as requested or may the person recording the minutes poll members whether or not the memo be entered?
  25. In the college organization that I am Chairman for, we have a special point of business at the beginning of our agenda for every Executive Board meeting, titled "Matters of Concernment." This section is meant to allow for any of the Board members to bring to light any issues within the Board (i.e. a member's excessive lateness, a member's dearth of communicated updates, etc) I understand that what should be recorded in the Minutes should be decisions, motions, votes, etc., and that discussions are not necessary. After further reading the FAQ page, I read that including discussed matters "is improper to do so." So if a members rises to address an issue, "Treasurer rises and states, 'I am tired of getting the budget forms from the President a week late. I want them on time!'" After he states his concern, no motion is made to resolve or censure, etc. So because no motion was made, would it be best NOT to record this concern in the Minutes because no motions were made? Or would it be best to record the Treasurer's concern in the Minutes? Our bylaws have nothing on the matter as to what should or should not be included in the Minutes, thus we default to RRO.
×
×
  • Create New...