Guest Marcy Mtn Posted November 1, 2011 at 04:36 AM Report Share Posted November 1, 2011 at 04:36 AM When the Secretary records and writes up the minutes of a general meeting, are the minutes suppose to be motioned on, to except them at the next general meeting ? Link to comment Share on other sites More sharing options...
Guest Marcy Mtn Posted November 1, 2011 at 05:36 AM Report Share Posted November 1, 2011 at 05:36 AM And what if the meetings are so far and few in between.. like one a year. are these minutes suppose to stay in cyber space till the next general meeting ? So the membership doesn't get to see anything for a year ? Link to comment Share on other sites More sharing options...
Gary c Tesser Posted November 1, 2011 at 06:16 AM Report Share Posted November 1, 2011 at 06:16 AM No, a motion is not necessary. After the minutes havae been read, the chair asks if there are any corrections. After there are any corrections, the chair declares that the minutes are approved. (This used to be around p. 343, but it's now around p. 351, in RONR, 11th Edition. Times change, so pages do also.)(A motion is not actually out of order, but sort of pointless, since it will not be voted on. Note that "pointless" is my word, not Robert's Rules'.)Oh, give it up to about three months. If there's a longer gap than that between meetings, then the membership should authorize the board, or a committee, to approve the minutes on behalf of the membership, much sooner. ("Behalf" is my word, not RONR's.) Link to comment Share on other sites More sharing options...
Gary c Tesser Posted November 1, 2011 at 09:32 AM Report Share Posted November 1, 2011 at 09:32 AM Oh, give it up to about three months. If there's a longer gap than that between meetings, then the membership should authorize the board, or a committee, to approve the minutes on behalf of the membership, much sooner. ("Behalf" is my word, not RONR's.)To make that clearer, I'd better type some more: The membership should approve its minutes itself only if the next meeting, when those minutes will be approved, will occur within that quarterly time interval. If the next meeting will be later than that, they should instead authorize the board or a committee to do it (as said earlier, by me).(I can't edit!) Link to comment Share on other sites More sharing options...
David A Foulkes Posted November 1, 2011 at 11:29 AM Report Share Posted November 1, 2011 at 11:29 AM (This used to be around p. 343, but it's now around p. 351, in RONR, 11th Edition. Times change, so pages do also.)It's actually a little closer to p. 473 now. But what's 120 pages between friends? I mean, who's counting, right? Link to comment Share on other sites More sharing options...
Dan Honemann Posted November 1, 2011 at 12:18 PM Report Share Posted November 1, 2011 at 12:18 PM It's actually a little closer to p. 473 now. But what's 120 pages between friends? I mean, who's counting, right?I'd say it's around 354, which is a lot closer to 351 than 473, but whose counting? Link to comment Share on other sites More sharing options...
David A Foulkes Posted November 1, 2011 at 12:28 PM Report Share Posted November 1, 2011 at 12:28 PM I'd say it's around 354, which is a lot closer to 351 than 473, but whose counting?Ha ha ha. Gulp! Indeed, although they're both good reads on the subject, especially as to a board/committee approval. Link to comment Share on other sites More sharing options...
Guest Marcy Mtn Posted November 1, 2011 at 02:43 PM Report Share Posted November 1, 2011 at 02:43 PM Thank you all for your reply Link to comment Share on other sites More sharing options...
Guest martha s. Posted November 21, 2011 at 02:53 PM Report Share Posted November 21, 2011 at 02:53 PM What if the annual meeting of the membership was to elect a new board. Who approves the minutes? the old board? the new board? or the attending members at the annual meeting? Link to comment Share on other sites More sharing options...
Sean Hunt Posted November 21, 2011 at 02:57 PM Report Share Posted November 21, 2011 at 02:57 PM What if the annual meeting of the membership was to elect a new board. Who approves the minutes? the old board? the new board? or the attending members at the annual meeting?It's up to the annual meeting to decide to whom to delegate the approval of the minutes. In most cases, though, the "old Board" stops being the Board about halfway through the meeting, so it would be quite unusual to ask them to approve the minutes thereafter. The assembly could appoint the old members of the board to a committee to approve the minutes, though. Link to comment Share on other sites More sharing options...
Guest martha s. Posted November 21, 2011 at 05:00 PM Report Share Posted November 21, 2011 at 05:00 PM Is it then appropriate for the writer of the minutes to distribute a draft for correction or review to the membership that did attend the annual meeting? Link to comment Share on other sites More sharing options...
Gary Novosielski Posted November 21, 2011 at 06:48 PM Report Share Posted November 21, 2011 at 06:48 PM Is it then appropriate for the writer of the minutes to distribute a draft for correction or review to the membership that did attend the annual meeting?The annual meeting should appoint a committee with the power to approve the minutes, rather than waiting a year to do so. Link to comment Share on other sites More sharing options...
Trina Posted November 21, 2011 at 07:03 PM Report Share Posted November 21, 2011 at 07:03 PM Is it then appropriate for the writer of the minutes to distribute a draft for correction or review to the membership that did attend the annual meeting?I see no reason the secretary can't consult (informally) with members (including former members) who were present at the meeting, if the secretary feels this consultation will improve the accuracy of the draft minutes. However, that does not mean that former members have any authority over the content or eventual approval of those minutes. Link to comment Share on other sites More sharing options...
Guest martha s. Posted November 21, 2011 at 07:18 PM Report Share Posted November 21, 2011 at 07:18 PM Understood, all that said, should the membership that attended the annual meeting be right in expecting a draft of the minutes for there review if not input? Link to comment Share on other sites More sharing options...
Guest Edgar Posted November 21, 2011 at 07:26 PM Report Share Posted November 21, 2011 at 07:26 PM Understood, all that said, should the membership that attended the annual meeting be right in expecting a draft of the minutes for there review if not input?Not unless it's the policy of your organization to distribute the draft to all members. Attendees enjoy no special status once the meeting is over. Link to comment Share on other sites More sharing options...
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