Guest Dee Posted November 7, 2011 at 04:33 AM Report Share Posted November 7, 2011 at 04:33 AM If a board member has a personal axe to grind, can he submit information to the secretary so that it's included in the organization minutes even if that "axe" has nothing to do with the organization? We have a board member who wants to put info into the minutes so that he can embarass another member with something that has nothing to do with the organization. The secretary wants to include the info because she says she has to put in "everything that was done at a meeting".But if it's not relevant to the organization, except that the two people involved belong to the same organization, does it still belong in the minutes? Link to comment Share on other sites More sharing options...
Sean Hunt Posted November 7, 2011 at 07:14 AM Report Share Posted November 7, 2011 at 07:14 AM The only thing that should be in the minutes is a record of those things done by the assembly (and not things said by its members) at the meeting. Link to comment Share on other sites More sharing options...
jstackpo Posted November 7, 2011 at 12:13 PM Report Share Posted November 7, 2011 at 12:13 PM Plus some administrative stuff as listed on pp. 468 ff. Link to comment Share on other sites More sharing options...
Trina Posted November 7, 2011 at 12:34 PM Report Share Posted November 7, 2011 at 12:34 PM If the secretary actually puts such inappropriate material into the draft minutes, someone should offer a correction to the minutes (striking the improper material) prior to approval of the minutes. The assembly makes the decision (if there is disagreement about the correction, this is done by means of debate and vote).When Mr. Hunt says that the minutes should be a record of those things done by the assembly, that means, of course, a record of the actions taken by the assembly to conduct its business. It does not mean, as your secretary seems to think, a record of everything that happens while members are gathered at the meeting. Obviously one need not record that member X left to use the restroom at 8:52, or that member Y rearranged several of the chairs in the meeting room, or that member Z handed out copies of his favorite pumpkin pie recipe. Neither should one record that member A handed the secretary a sheaf of papers containing embarassing information about member B. Even if Mr. A made a formal-sounding request to 'make this document part of the minutes,' that carries no weight... unless the assembly actually took up his request and made a formal decision about it.Take a look at RONR (11th ed.) pp.468-471 for information about what should be in the minutes; see also the sample minutes on the subsequent pages. Link to comment Share on other sites More sharing options...
Tim Wynn Posted November 7, 2011 at 02:19 PM Report Share Posted November 7, 2011 at 02:19 PM If a board member has a personal axe to grind, can he submit information to the secretary so that it's included in the organization minutes even if that "axe" has nothing to do with the organization? We have a board member who wants to put info into the minutes so that he can embarass another member with something that has nothing to do with the organization. The secretary wants to include the info because she says she has to put in "everything that was done at a meeting".But if it's not relevant to the organization, except that the two people involved belong to the same organization, does it still belong in the minutes?As Trina points out, the assembly is in charge of the content of the minutes, not the secretary, and the assembly should consult Section 48 of RONR (11th ed.) in making decisions in this regard. Link to comment Share on other sites More sharing options...
Guest MMP Posted November 7, 2011 at 03:04 PM Report Share Posted November 7, 2011 at 03:04 PM If a a board member has a outburst and storms out of the meeting should that be noted in the minutes? Link to comment Share on other sites More sharing options...
Guest Edgar Posted November 7, 2011 at 03:07 PM Report Share Posted November 7, 2011 at 03:07 PM If a a board member has a outburst and storms out of the meeting should that be noted in the minutes?No. Link to comment Share on other sites More sharing options...
Tim Wynn Posted November 7, 2011 at 03:13 PM Report Share Posted November 7, 2011 at 03:13 PM If a a board member has a outburst and storms out of the meeting should that be noted in the minutes?Per se. no. Link to comment Share on other sites More sharing options...
jstackpo Posted November 7, 2011 at 05:14 PM Report Share Posted November 7, 2011 at 05:14 PM But... if his outburst includes such words as "I've had it with all you ----@#!---s; I quit!!!" and it is apparent (from other words in his "outburst") that his intent is to resign from the Board, and the assembly then promptly adopts a motion "accepting his resignation" that motion DOES go in the minutes (but not his outburst). Otherwise he remains on the board. Link to comment Share on other sites More sharing options...
Guest Edgar Posted November 7, 2011 at 05:22 PM Report Share Posted November 7, 2011 at 05:22 PM But... One could also say that if his departure results in a loss of quorum, that would be noted.But the short answer to the (second) original question is still "no". Link to comment Share on other sites More sharing options...
Sean Hunt Posted November 7, 2011 at 05:23 PM Report Share Posted November 7, 2011 at 05:23 PM Or if the outburst contains many vulgarities or other highly offensive statements (such as accusations of impropriety against other members), then the secretary can record them and could be directed to include them in the minutes as a part of the disciplinary action (see Chapter XX). Link to comment Share on other sites More sharing options...
Tim Wynn Posted November 7, 2011 at 06:59 PM Report Share Posted November 7, 2011 at 06:59 PM Or... if his outburst contained a motion to Recess ... or in departing he blurted out notice of a bylaw amendment -- C'mon, folks! This is getting out of hand. Link to comment Share on other sites More sharing options...
tctheatc Posted November 7, 2011 at 08:01 PM Report Share Posted November 7, 2011 at 08:01 PM Or... if his outburst contained a motion to Recess ... or in departing he blurted out notice of a bylaw amendment -- Hardest I've laughed on this forum! Link to comment Share on other sites More sharing options...
Scott Brasch Posted November 7, 2011 at 08:26 PM Report Share Posted November 7, 2011 at 08:26 PM I have to agree! Link to comment Share on other sites More sharing options...
Guest Dee Posted November 8, 2011 at 03:15 AM Report Share Posted November 8, 2011 at 03:15 AM Thanks to all who answered. I thought that including external info was contrary to the business of the organization. I also thought that the secretary was abusing their position by claiming that they "had to record everything that was done" because the manager told them to.Thanks again Link to comment Share on other sites More sharing options...
Recommended Posts
Archived
This topic is now archived and is closed to further replies.