Guest Lynn Posted March 26, 2012 at 09:45 PM Report Share Posted March 26, 2012 at 09:45 PM Greetings,Is there any specific statement/rule in RRO that states that Secretary is expected to complete meeting minutes and be posted/distributed to its members? We are becoming frustrated when our secretary kept on putting off to finish the minutes/report and be shared with the members. Please advise.Lynn Link to comment Share on other sites More sharing options...
David A Foulkes Posted March 26, 2012 at 10:09 PM Report Share Posted March 26, 2012 at 10:09 PM Greetings,Is there any specific statement/rule in RRO that states that Secretary is expected to complete meeting minutes and be posted/distributed to its members? We are becoming frustrated when our secretary kept on putting off to finish the minutes/report and be shared with the members. Please advise.LynnNo rule in RONR requires the Secretary to post or distribute a draft of her minutes notes. Such a requirement would be found in your bylaws or other governing rules. This practice (referred to in RONR as "custom") is not uncommon, but is not required by RONR.As for "expectations" (as noted in your subject line), it would be expected for the secretary to have compiled her notes into the proposed minutes by the next meeting, at which corrections may be adopted before final approval. Link to comment Share on other sites More sharing options...
Rev Ed Posted March 27, 2012 at 02:00 AM Report Share Posted March 27, 2012 at 02:00 AM Other then having the Minutes ready for the next meeting, there is no "timeline" as to when the Minutes have to be prepared by. Unless the organization has a rule to the contrary, the Minutes do not have to be "published" or sent out to members in advance.If the Board and the general membership feel it appropriate, the By-laws could be amended to deal with the issue. For example, the Secretary could be required to have a draft copy of the Minutes sent out 10 days prior to the next meeting to members.The Official, approved Minutes could be published if the organization decides, however the Draft copy should not because they are not really the Minutes - the 'real' Minutes are the ones that are approved. Link to comment Share on other sites More sharing options...
David A Foulkes Posted March 27, 2012 at 11:28 AM Report Share Posted March 27, 2012 at 11:28 AM ..... however the Draft copy should not because they are not really the Minutes - the 'real' Minutes are the ones that are approved.I might say that if the draft (pre-approval) copy of the minutes are posted or distributed in advance, that 1) they should be clearly marked as such (with something like *DRAFT* or *PENDING APPROVAL*), and 2) all members should be aware that this draft version is not final and may be altered by corrections offered at the time of approval. As long as everyone is on the "same page" about this, the practice normally should not be a problem. Link to comment Share on other sites More sharing options...
Guest Lynn Posted March 27, 2012 at 02:48 PM Report Share Posted March 27, 2012 at 02:48 PM Thank you for the responses. On to next question:If we completed the minutes and post it on our website. It has been one year and when we meet again, can the members correct the minutes even though it was posted year ago and we did not get any correction through the year. Should we consider the minutes "approved" and move on or should we still ask the members for any corrections? Link to comment Share on other sites More sharing options...
Gary Novosielski Posted March 27, 2012 at 03:02 PM Report Share Posted March 27, 2012 at 03:02 PM It is a very bad idea to wait an entire year before approving minutes. Instead, the membership would be well advised to empower the Board (if any) or a committee to approve the minutes at some point after the meeting. In your case, as they have not yet been approved, someone with a correction should be allowed to offer it. Link to comment Share on other sites More sharing options...
Guest Edgar Posted March 28, 2012 at 01:57 AM Report Share Posted March 28, 2012 at 01:57 AM Should we consider the minutes "approved" and move on . . . ?No. The minutes are not approved until they're approved. At a meeting. Link to comment Share on other sites More sharing options...
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