Guest Des Posted April 25, 2011 at 12:56 AM Report Share Posted April 25, 2011 at 12:56 AM Our Secretary provided a draft of the Minutes at a previous meeting and they are very unprofessional and omitted several facts of the meeting. What is the proper procedure to handle a situation like this for the Board not to approve minutes as they are? Link to comment Share on other sites More sharing options...
hmtcastle Posted April 25, 2011 at 01:02 AM Report Share Posted April 25, 2011 at 01:02 AM Our Secretary provided a draft of the Minutes at a previous meeting and they are very unprofessional and omitted several facts of the meeting. What is the proper procedure to handle a situation like this for the Board not to approve minutes as they are?Any member can submit an alternate draft as a proposed "correction" to the secretary's submission. Or the secretary's draft can be corrected "on the fly" at the meeting, prior to approval. Link to comment Share on other sites More sharing options...
Gary Novosielski Posted April 25, 2011 at 01:15 AM Report Share Posted April 25, 2011 at 01:15 AM Our Secretary provided a draft of the Minutes at a previous meeting and they are very unprofessional and omitted several facts of the meeting. What is the proper procedure to handle a situation like this for the Board not to approve minutes as they are?Members should offer corrections to the minutes to conform to the facts, and if there is no objection, the corrections should be made to the minutes. If there is disagreement majority vote decides what changes to make. When nobody offers any more corrections, the minutes stand approved as corrected.But I should note that there are a lot of misconceptions out there about what belongs in minutes, and it is almost always the people who think the minutes should contain more than they do, who are mistaken.The minutes should contain a record of motions made and how they were disposed of (passed, rejected, referred, postponed, etc.), and points of order raised, how they were ruled on, and the reasons, but not a whole lot more than that. It is a record of what was done, or decided, not a record of what people said. Depending on what "facts" you believe were left out in error, the Secretary might be right. Or not. Link to comment Share on other sites More sharing options...
Rev Ed Posted April 25, 2011 at 03:31 AM Report Share Posted April 25, 2011 at 03:31 AM And while the approval of the Minutes normally do not require a formal motion and vote (i.e. no one has to move "That the Minutes be approved/accepted"), a motion can be made, especially if there is a concern over their accuracy (RONR page 343 lines 19-24.) Link to comment Share on other sites More sharing options...
David A Foulkes Posted April 25, 2011 at 11:44 AM Report Share Posted April 25, 2011 at 11:44 AM In addition to all the above, if in fact it is determined that the Secretary's draft IS incomplete, and possibly factually incorrect, something should be done about that. Either get a new Secretary or have this one (and any/everyone else on the board even) read Section 48 of RONR (10th Ed.) so you don't keep going through this each meeting. Link to comment Share on other sites More sharing options...
Guest Jackie Picotte Posted April 25, 2011 at 09:08 PM Report Share Posted April 25, 2011 at 09:08 PM What is the proper format for writing a 'Point of Order' using, Robert's Rules of Order? Link to comment Share on other sites More sharing options...
hmtcastle Posted April 25, 2011 at 09:38 PM Report Share Posted April 25, 2011 at 09:38 PM What is the proper format for writing a 'Point of Order' using, Robert's Rules of Order?Firstly, this question should be posted as a new topic as it has nothing to do with this topic.And points of order don't need to be written. You simply say, "Point of Order" and wait for the chair to recognize you. Then you explain which rule you think is being broken. The chair will rule on your point of order but his ruling can be appealed. The assembly (the members present) will decide who's right. Link to comment Share on other sites More sharing options...
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