Guest Jim Posted May 24, 2012 at 06:07 PM Report Share Posted May 24, 2012 at 06:07 PM If the draft minutes for a prior meeting do not include reasons for going in camera (reasons must be provided according to our bylaws) and they were not communicated at that meeting, can we amend the minutes now to include the reasons for going in camera to comply with the bylaw? These minutes will become public.Thanks Link to comment Share on other sites More sharing options...
Guest Edgar Posted May 24, 2012 at 06:16 PM Report Share Posted May 24, 2012 at 06:16 PM If the draft minutes for a prior meeting do not include reasons for going in camera (reasons must be provided according to our bylaws) and they were not communicated at that meeting, can we amend the minutes now to include the reasons for going in camera to comply with the bylaw?Of course you can but I'm inclined to say you shouldn't. If it didn't happen at the meeting, it doesn't belong in the minutes. On the other hand, "reasons" aren't exactly something that "happens". So if enough members want to retroactively include the reasons (and can agree on same), go for it. Even though you shouldn't. Link to comment Share on other sites More sharing options...
Chris Harrison Posted May 24, 2012 at 06:16 PM Report Share Posted May 24, 2012 at 06:16 PM You cannot rewrite history so if the rationale for going into Executive Session (in camera) was not given at the meeting it would not be proper to then correct the minutes to include something that didn't occur. Link to comment Share on other sites More sharing options...
Guest Learning Posted May 24, 2012 at 06:34 PM Report Share Posted May 24, 2012 at 06:34 PM If they all know the reason, how is rewriting history to document the reason? Link to comment Share on other sites More sharing options...
jstackpo Posted May 24, 2012 at 06:46 PM Report Share Posted May 24, 2012 at 06:46 PM Because minutes ARE a "history" of what your association did.If it didn't happen (no reasons given at the time), it isn't part of your "history". Link to comment Share on other sites More sharing options...
George Mervosh Posted May 24, 2012 at 06:53 PM Report Share Posted May 24, 2012 at 06:53 PM Since everyone here seems touchy about this no stated reason thing, try something completely different to comply, Guest Jim.......consider releasing a summary of what you did in executive session to the public......sure it's confidential what you did there but the members that met in Executive Session could agree to lift the secrecy just enough to release a simple summary that will satisfy the spirit of your rule. See RONR, p. 96, lines 9-14 Link to comment Share on other sites More sharing options...
Gary Novosielski Posted May 24, 2012 at 11:14 PM Report Share Posted May 24, 2012 at 11:14 PM If the draft minutes for a prior meeting do not include reasons for going in camera (reasons must be provided according to our bylaws) and they were not communicated at that meeting, can we amend the minutes now to include the reasons for going in camera to comply with the bylaw? These minutes will become public.ThanksNo. That would not be proper.In the future, it you need to have the reasons included in the minutes, the easiest way to do so is to make sure that the motion to go into executive session includes the reason, e.g., "I move to go into executive session for the purpose of discussing real estate negotiations." Then record the motion as usual in the minutes.If your bylaws require that the reason be stated, the chair should rule out of order any motion to go into executive session that does not include the reason. Link to comment Share on other sites More sharing options...
Guest TEC Posted May 31, 2012 at 08:49 PM Report Share Posted May 31, 2012 at 08:49 PM Is it true that all you need to record in the minutes is what was done at the meeting, not all that was said? Link to comment Share on other sites More sharing options...
George Mervosh Posted May 31, 2012 at 08:57 PM Report Share Posted May 31, 2012 at 08:57 PM Is it true that all you need to record in the minutes is what was done at the meeting, not all that was said?Yes, and the exact general statement is found in RONR on p. 468, lines 16-18. Additional rules regarding the content of the minutes follows that. Link to comment Share on other sites More sharing options...
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