Guest Linda Posted April 5, 2011 at 09:16 PM Report Posted April 5, 2011 at 09:16 PM Our secretary has had computer problems and the minutes are not available for the directors. Can minutes of March's meeting be postponed until May or should the secretary have a hand written copy that she can read at April's meeting?
hmtcastle Posted April 5, 2011 at 09:17 PM Report Posted April 5, 2011 at 09:17 PM Our secretary has had computer problems and the minutes are not available for the directors. Can minutes of March's meeting be postponed until May or should the secretary have a hand written copy that she can read at April's meeting?The minutes should be approved as soon as possible.
Rob Elsman Posted April 5, 2011 at 09:20 PM Report Posted April 5, 2011 at 09:20 PM Our secretary has had computer problems and the minutes are not available for the directors. Can minutes of March's meeting be postponed until May or should the secretary have a hand written copy that she can read at April's meeting?If there is a handwritten draft available for approval at the April meeting, it is fine to approve the minutes in April, and a typewritten copy be prepared later for the minute book.
Guest Linda Posted April 5, 2011 at 09:27 PM Report Posted April 5, 2011 at 09:27 PM Can it be requested that the secretary provide a hand written draft for April's meeting? (I realize that you can ask secretaries to do anything but the choice to do the task is theirs!)
Chris Harrison Posted April 5, 2011 at 09:34 PM Report Posted April 5, 2011 at 09:34 PM Can it be requested that the secretary provide a hand written draft for April's meeting? (I realize that you can ask secretaries to do anything but the choice to do the task is theirs!)I would say that since one of the duties of the Secretary is to prepare the minutes and the assembly should approve the minutes as soon as possible that the Secretary is duty bound to have a draft of the minutes prepared for the assembly's consideration. If that means that the minutes must be recreated by hand then that is what should happen.
Kim Goldsworthy Posted April 5, 2011 at 11:29 PM Report Posted April 5, 2011 at 11:29 PM Our secretary has had computer problems and the minutes are not available for the directors.Sorry to hear that. Can minutes of March's meeting be postponed until May?Yes. If you wish.Do you wish? Should the secretary have a hand written copy that she can read at April's meeting?Yes.There is no rule in Robert's Rules of Order which says that "minutes must be typed".(Font-astic!) Do this:1. present the handwritten minutes.2. amend/approve them, as normal.3. order the Sec. to type up the handwritten approved minutes. Or order soemone else to do the typing, if the Sec.'s computer is still on the blink. 4. "Voila!" There is no step #4! You are done! (Well, step #4.A. is "to put the freshly printed minutes into the official archive.")
Rev Ed Posted April 5, 2011 at 11:34 PM Report Posted April 5, 2011 at 11:34 PM Here's my solution - the Scretary could do a handwritten copy of the Minutes at the next meeting and then provide a computer generated one later. At least there would be a copy.Edited to add: The above example is assuming that the Secretary provides the members with a copy of the Minutes, otherwise only two handwritten and two computer generated copies would be required - one for the Secretary to read (and for the permanent records of the organization) and one copy of each for the President (the first so he/she is aware of any unfinished business required to be dealt with at the meeting, and the second out of courtesy.)
David A Foulkes Posted April 5, 2011 at 11:36 PM Report Posted April 5, 2011 at 11:36 PM "The minutes should be kept in a substantial book or binder." (RONR 10th Ed. p. 451 l. 30)
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