Guest Debbie Posted September 14, 2012 at 03:32 AM Report Share Posted September 14, 2012 at 03:32 AM I am a member of a small (6 members) local chapter of an international prayer organization. The international by-laws give basic framework for local chapters, but most of the by-laws are for the annual international meetings. We have a committee that is currently writing our local chapter's by-laws. We voted to meet the first Monday of every month for our business meeting, and second and fourth Mondays to meet for prayer and spiritual formation. One week before the Labor Day holiday the president realized the meeting would fall on a holiday. An email was sent out and the members voted by email to move the business meeting to the second Monday. During the business meeting, the minutes were read for the previous business meeting. On member said the minutes should be amended to reflect the change in the meeting date, another said the minutes should be corrected to reflect the change, another said the changes were made after the adjournment of the meeting, so the change should just be noted in the minutes for this month's meeting, another said we have no by-laws so just let it drop. What is the correct way to handle this situation? Thank you for your help!!! Link to comment Share on other sites More sharing options...
Shmuel Gerber Posted September 14, 2012 at 06:02 AM Report Share Posted September 14, 2012 at 06:02 AM I am a member of a small (6 members) local chapter of an international prayer organization. The international by-laws give basic framework for local chapters, but most of the by-laws are for the annual international meetings. We have a committee that is currently writing our local chapter's by-laws. We voted to meet the first Monday of every month for our business meeting, and second and fourth Mondays to meet for prayer and spiritual formation. One week before the Labor Day holiday the president realized the meeting would fall on a holiday. An email was sent out and the members voted by email to move the business meeting to the second Monday. During the business meeting, the minutes were read for the previous business meeting. On member said the minutes should be amended to reflect the change in the meeting date, another said the minutes should be corrected to reflect the change, another said the changes were made after the adjournment of the meeting, so the change should just be noted in the minutes for this month's meeting, another said we have no by-laws so just let it drop. What is the correct way to handle this situation? Thank you for your help!!!1) When minutes are being approved, there is no difference between "amending" the minutes and "correcting" the minutes.2) The minutes of a meeting should be a record only of the business that occurred at that meeting. They certainly should not be amended or corrected to change what actually happened at the meeting to what didn't happen at the meeting but someone thought afterward should have happened.3) The minutes of each meeting should include the date of that meeting, so if a meeting is held other than at the originally prescribed date, that will of course be reflected in the minutes.4) If this had been a regular meeting of an established society, it would be impermissible for anyone to change the date without a provision in the bylaws authorizing such a change, and it would be impermissible for any decisions at all to be made by e-mail without authorization in the bylaws for doing business by e-mail. But since it's not clear whether this is in fact an established society, it's not clear how improper (or how proper, for that matter) any of this actually was. Link to comment Share on other sites More sharing options...
Tim Wynn Posted September 14, 2012 at 01:32 PM Report Share Posted September 14, 2012 at 01:32 PM 1) When minutes are being approved, there is no difference between "amending" the minutes and "correcting" the minutes.2) The minutes of a meeting should be a record only of the business that occurred at that meeting. They certainly should not be amended or corrected to change what actually happened at the meeting to what didn't happen at the meeting but someone thought afterward should have happened.3) The minutes of each meeting should include the date of that meeting, so if a meeting is held other than at the originally prescribed date, that will of course be reflected in the minutes.4) If this had been a regular meeting of an established society, it would be impermissible for anyone to change the date without a provision in the bylaws authorizing such a change, and it would be impermissible for any decisions at all to made by e-mail without authorization in the bylaws for doing business by e-mail. But since it's not clear whether this is in fact an established society, it's not clear how improper (or how proper, for that matter) any of this actually was.I move to amend (correct) by inserting the word "be" before the words "made by e-mail." Link to comment Share on other sites More sharing options...
Shmuel Gerber Posted September 14, 2012 at 05:24 PM Report Share Posted September 14, 2012 at 05:24 PM I move to amend (correct) by inserting the word "be" before the words "made by e-mail." Sheesh. Now I know what Dan Honemann feels like when I chime in with stuff like that. Link to comment Share on other sites More sharing options...
Tim Wynn Posted September 14, 2012 at 05:33 PM Report Share Posted September 14, 2012 at 05:33 PM Sheesh. Now I know what Dan Honemann feels like when I chime in with stuff like that. What did Dan do to get dragged into this? Link to comment Share on other sites More sharing options...
Guest Debbie Posted September 28, 2012 at 03:40 PM Report Share Posted September 28, 2012 at 03:40 PM Thank you very much for your help.Deb Link to comment Share on other sites More sharing options...
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