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Secretary not preparing minutes timely


Guest mandyhill

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The president has ask for minutes and reports to be to everyone one week prior to meeting.

Purpose is to allow everyone to review the topics prior to the meeting to try to hold the meeting to 1 to 1-1/2 hours.

For 2 months, the secretary has not performed up to the last day of the meeting.

Can someone else prepare the minutes to distribute until we get the Secretary issues settled?

Thank You.

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The president has ask for minutes and reports to be to everyone one week prior to meeting.

Purpose is to allow everyone to review the topics prior to the meeting to try to hold the meeting to 1 to 1-1/2 hours.

For 2 months, the secretary has not performed up to the last day of the meeting.

Can someone else prepare the minutes to distribute until we get the Secretary issues settled?

Thank You.

As far as RONR is concerned the members have no right to see (or hear) hide nor hair of the draft minutes or reports until the meeting for which they will be approved or received. Also, the President has no authority to order the minutes or reports be distributed prior to the meeting. So in other words unless you all (as a body) have adopted a rule stating that the draft minutes and reports must be distributed prior to the meeting the Secretary is well within his rights to do what he is doing.

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The president has ask for minutes and reports to be to everyone one week prior to meeting.

Purpose is to allow everyone to review the topics prior to the meeting to try to hold the meeting to 1 to 1-1/2 hours.

For 2 months, the secretary has not performed up to the last day of the meeting.

Can someone else prepare the minutes to distribute until we get the Secretary issues settled?

Thank You.

This is a common situation. It is usually best handled by training the secretary as to the content and form of the minutes, along with a few pointers for preparing them.

The assembly can adopt a rule setting the time for the minutes to be available. Yesterday, I was working with an organization with a similar concern, so, right after the meeting, I drafted the minutes and handed them to the secretary, so he could see how they should look and how quickly they can be ready. If you have a member wiling to help educate the secretary in this way, it may be helpful, and it should be handled graciously.

If desired, the assembly, by a two-thirds vote, could suspend the rules to appoint another member to handle the duty of taking the minutes.

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Can someone else prepare the minutes to distribute until we get the Secretary issues settled?

The assembly could Suspend the Rules to appoint a Secretary Pro Tempore, even though the Secretary is present. I agree with Chris H., however, that the President does not have the authority to order this on his own, and I agree with Tim Wynn that education may be a better tactic in this instance.

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