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Found 25 results

  1. 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?
  2. 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 p
  3. 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 a
  4. 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
  5. Guest


    Does the secretary of a Board have any discretion in reading letters from organization members, particularly when there are assertions about individual board members that cannot or haven't been substantiated? There are references in RRO that limit language from one member of a Board to another in a meeting such as liar, fraud, etc. How are they applied when a stakeholder of the organizations uses this language? Also, is the primary purpose of the secretary reading the letters to make sure the Board members are informed? If the same letters were communicated to the Board members though othe
  6. I'm puzzled , the secretary refuses to sign a resolution. Here's the story, a board member had been accused of owing a debt to the school district for overage of cell phone minutes used ,to the tune of $2300.00. The board member disputes owing the monies. To give the board a fresh start, the board president submitted a resolution forgiving the alleged debt. Now, you may scratching your head at this point, why would the board president submit such a resolution. The alleged debt is 11 years old. As a new board member is there any advice/suggestions on what happens next if the secretary refuses
  7. Please help. We have a board president of a small HOA board who does not understand nor will she follow Roberts Rules of Order despite our state laws requiring board meetings must be conducted in compliance with RRO. The most recent issue is the board Secretary issues the draft meeting minutes to the board for pre-meeting reading and to gather any corrections before the final draft is included in the board's meeting package for approval of the minutes. The problem is the Secretary's meeting minutes have been completely rewritten by the President especially regarding an incident that the pres
  8. Please help! Who is in charge of the board's meeting minutes? We have a secretary who does a fine job and she circulates the draft minutes with a couple of days to our board for feedback in case she missed anything. We send her our feedback, mainly tweak here and there, typo corrections etc. We are a small board of 7 members so the more informal Roberts Rules apply to us. Here's the problem: Our president is rewriting the minutes to hide her actions and malign another board member. The president then sent the revised draft minutes to the property manager to put into the board members' packet
  9. I am the Secretary-Treasurer of a conservation club. At last night's meeting, some of the board members said, that I as secretary do not have a vote. For the last four years, I have made motions and seconds and voted. Now out of the blue they say that I can't. They also said that the previous Secretary-Treasurer did not vote, but I did a search of the minutes and found where he made motions and seconded many other motions over a 10-year span. Our by-laws do not specify whether or not the Secretary-Treasurer can or can't vote. Can a Secretary vote in Board of Director meeting?
  10. We are a small 501C3 and at election time no one ran for the office of Secretary. Does the President. VP or Treasurer take the minutes until we elect someone? Our By Laws does not state what to do.
  11. If the secretary recuses themselves for a brief period of time during the meeting while the Board discusses a matter pertaining to a request that the secretary has made to the Board of Directors, how does the secretary go about recording the events pertaining to them while they were recused?
  12. I was recently asked to serve as Secretary to a condominium corporation. The minutes currently record only the resolutions adopted, as the board members wish to 'speak only as a single unified voice'. My concern is that our board members wish to remain anonymous, do not allow a record the votes to be kept (ie. tally of votes for and against), and will not allow a minority opinion to be recorded. They do so, because our minutes are available to condo owners and they do not want to show any division among the board members. I feel this goes against our responsibility to keep an accurate ac
  13. Two or three questions re what happens when both the secretary and a secretary pro tem serve at a meeting. 1. Is there a customary protocol as to who should prepare the minutes when a secretary pro tem is elected at the start of the meeting due to the absence of the secretary but the secretary arrives during the meeting? 2. Do the duties of the secretary pro tem end when the regular secretary arrives, much as when a chairman pro tem has been elected to preside and then the regular chairman arrives late? Or is the secretary pro tem supposed to be the secretary for the entire meeting, ev
  14. 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 Boa
  15. Guest


    I have just been elected to a secretary position to a PTA that has been in existence for a while. As secretary, if I cannot be at a meeting, who would normally take the minutes? The resigning secretary told me that if I can't be at a meeting, it is not a problem. Someone there would record the minutes on a tape recorder for me and I could type them from the tape. Is this normal?
  16. I have read previous discussions but did not find an answer I needed so... bear with me. I am a first year director member of a HOA. After the annual membership (and a vote by membership to elect new board directors members), the new board held a meeting to elect a new chairman. The "old chairman" stepped down and a new chair was elected by the board. Now the "old chairman" was asked by only one board member (it was only them talking) if he would stay on and be secretary, he said yes. The new chairman said that the "old chair" would stay on during the transition from the previous board. He
  17. At our annual meeting an acting secretary took the minutes. When they came to the board for review there were corrections adopted by the board. Who should/can sign the minutes? We have a newly elected secretary who is handling the changes and will be sending them to the membership. I believe the acting secretary will refuse to sign because there were changes to what she wrote.
  18. At a recent board meeting, our club president removed from the board meeting and censured the club secretary after repeated points of orders. The club president called for a penalty and made a motion of a 30 day suspension of the secretary. The vote passed 4 to 2. Now the president is stating that because of the 30 day suspension, the current secretary is removed from the position as well as any other position currently held. the president is also instructing the secretary to deliver all records of the club to himself. The president feels that the current club secretary can be removed fro
  19. I have a two part question: If the Board decides that they would like to have an executive or "in camera" session does this automatically exclude anyone but Board members from attending i.e. staff or Corporate Secretary? Also, the minutes of the meeting, if they are recorded by a person that is not the official Corporate Secretary, are they still to be kept by the to the official CS? There seems to be some confusion as to what an executive session is and how it should be handled when the secretary is a staff member but also the CS. It is my understanding that the CS records and keeps
  20. Guest

    Conducting a meeting

    we have a small corporation, 6 stockholders, the presidency rotates every year. after the president calls the meeting to order can he turn the meeting over to the secretary to act as the chair for the rest of the meeting? The secretary is more familiar with the rules of the meeting along with the bylaws of the corporation
  21. Our office secretary was nominated to serve on the board as the board secretary. She works directly for the chairman. The board sets the chairmans salary. Is there any conflict of interest for her to serve?
  22. 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
  23. Based on a recent topic discussed on this forum, I thought that I would ask a specific question about pro tem positions: If there is a vacancy in a position (for example, the Secretary), could the Board not 'appoint' a Secretary pro tem until such time as the position is filled? As the election of a position would require notice, it could be two or three months before the vacancy is filled and if someone is willing to hold office for those meetings why not simply pass a motion such as "Until the position of ____ is filled, John Doe will act as _____ pro tem."
  24. Our newly elected (July 1st, 2012) Treasure stepped down from being on the board. Our previous treasure wants to be treasure again but she just finished a 3 consecutive term that ended in July 1st, 2012. Is it against the robert rules for her to carry on for another term? I disagree with her doing it again because of the by laws. There is nothing in the by laws that state she is allowed to be put back on but it says that she can only serve 3 consecutive terms at which she just finished. It says in our by laws that we have to follow the "Any vacancies filled shall follow Robert’s Rules of Order
  25. As Secretary of a Club, I take the Minutes on mylaptop computer, at each Board Meeting. These Minutes are finalized within 5 days and sent to Board Members. The are then approved at the next Board Meeting. Our President has asked me to change the Minutes to record something that did not happen. My notes completely disagree with her suggestion of what was said and done. Can I be forced to chnge the Minutes as she has told me to do?
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