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  1. RR states at 48:2 that the minutes should contain mainly a record of what was done at the meeting, not what was said by the members.... In this situation, we have a chairman who seems intent on ignoring the vote of the members taken several years ago about the designation of delegates to a national conference. During the meeting, the President stated that he would appoint delegates for the conference. A member objected during the meeting and noted the prior vote. The member sent the chair a copy of the minutes from years ago showing the vote during a break in the meeting. During the meeting the member noted that the Chairman had the minutes showing that the members elect delegates and the Chair noted that he would review it. Fast forward to the following month. The minutes for the prior month's meeting are distributed and in the minutes the secretary states that the following people were "appointed" by the Chair to serve as delegates. The member noted that the minutes should be revised to reflect not only the objection but also that the Chair was to come back to report the outcome. The Chair refused to make the amendment citing the above Rule saying that nothing was "done" and that the member only "said" something. The member noted that raising the concern was an important point to reflect in the discussion and stated that the rule only says that the minutes should contain MAINLY a record, and that is the base, but that more can be added, particularly where it provides context that an issue relating to the interpretation of the rights of the Chair is involved. Looking at RR, I can find no support for the member's position, but is seems the correct position in that without this statement, it looks as if the Chair can appoint delegates when there is a record of member action (a vote) stating otherwise. The Chair will not add the minutes revision absent something in RR or another source which supports this contention because...he's, well, he's an a-hole... Seriously, is there something I can point to in RR to support this, as it was not an action (i.e., motion) that was taken and the member did NOT formally say "I object" to the steps the Chair was trying to take. She merely stated that the Chair couldn't do it and referred to the prior meeting minutes. Thanks!
  2. Our HOA board has a secretary as one of its officers. We recently appointed a Recording Secretary to take and process our meeting minutes. Does the Secretary or Recording Secretary sign the minutes?
  3. Can the Board Secretary sign the minutes if he was not present at the meeting the minutes are about? Note: our Board secretary does not prepare the minutes, he just signs them.
  4. For my upcoming board meeting, my Board President, Vice President and Secretary are not able to attend. Can my Board Treasurer preside over the meeting?
  5. 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.
  6. I am a municipal clerk working for a large special-purpose agency governed by a small board of elected officials. Our bylaws call for an office of secretary from among our statutorily elected board and they assign to the secretary the usual duties to prepare and maintain records of the board's proceedings, including the minutes, along with other typical secretarial responsibilities. It is a matter of longstanding practice that the secretary signs the minutes of the board upon their approval, which is consistent with RONR sections 47 and 48. However, with the exception of occasionally serving as presider pro tempore, it is not the elected secretary who does any of this work, nor is there an active role in our staffing structure for the secretary directly to coordinate my performance of these duties as a delegate. As we review the board's bylaws for revision, I am unsure of how to reconcile the disparity between the titular office of secretary as a member of a board I serve but on which I do not sit, and the actual performance of the secretary's functions, which are integral to the fabric of the rest of our bylaws. Are there other contributors to this forum with a similar conundrum and how have you dealt with it as pertains to how your bylaws identify the roles of the officers of your board? Thank you.
  7. Hello all, A community Civic Club with much confusion within currently just held it's election. The current secretary ran for president and won without resigning from his secretary role. Currently, he holds both the secretary and president position. Whats the rule of thumb when it comes to 1.) holding two positions at once and 2.) is the secretary required to step down before running for president so that the secretary role can be filled? Thank you, BrodysDad
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