Tammie Posted October 11, 2012 at 04:31 PM Report Share Posted October 11, 2012 at 04:31 PM Our secretary worded a member's proposal incorrectly in the minutes. The member asked for payment for roadwork but the secretary worded it as if he had asked for credit to his dues. The 4 of 7 members present at the following meeting, when voting occurs, realized the mistake and acknowledged that the wording was incorrect and voted to approve the proposal as it was originally intended. The treasurer issued a check to the member. How does the secretary correct his mistake? (The other 3 of 7 members did not attend either meeting. 1 submitted an absentee vote in favor of the proposal as it was worded in the minutes. The other 2 members did not submit votes.)Thanks for your help. Link to comment Share on other sites More sharing options...
JohnR Posted October 11, 2012 at 04:38 PM Report Share Posted October 11, 2012 at 04:38 PM The assembly should correct the minutes at its next meeting. If the minutes have already been approved, this will be a motion to amend something previously adopted—the secretary is not empowered to make the correction on his own initiative. Link to comment Share on other sites More sharing options...
g40 Posted October 11, 2012 at 05:04 PM Report Share Posted October 11, 2012 at 05:04 PM 1 submitted an absentee vote in favor of the proposal as it was worded in the minutesDo your bylaws allow absentee votes? Unless clearly specified in your bylaws, absentee votes are not allowed under RONR. Link to comment Share on other sites More sharing options...
Rev Ed Posted October 11, 2012 at 05:50 PM Report Share Posted October 11, 2012 at 05:50 PM When they realized the mistake they shold have made the correction right away before approving the Minutes. Otherwise, a motion to "Amend Something Previously Adopted" would suffice to correct the mistake.Also, unless the By-laws allow for absentee voting at a Board meeting, you can have absentee voting. Link to comment Share on other sites More sharing options...
Chris Harrison Posted October 11, 2012 at 05:59 PM Report Share Posted October 11, 2012 at 05:59 PM Also, unless the By-laws allow for absentee voting at a Board meeting, you can have absentee voting.I haven't seen someone fall into that "not" hole for a while now. Link to comment Share on other sites More sharing options...
Tammie Posted October 11, 2012 at 10:46 PM Author Report Share Posted October 11, 2012 at 10:46 PM Thanks everyone - we will "Amend Something Previously Adopted".By the way, our bylaws do allow for absentee voting. Link to comment Share on other sites More sharing options...
Trina Posted October 12, 2012 at 04:34 AM Report Share Posted October 12, 2012 at 04:34 AM Our secretary worded a member's proposal incorrectly in the minutes. The member asked for payment for roadwork but the secretary worded it as if he had asked for credit to his dues.Was this motion (the proposal) one that required prior notice? I'm just wondering why the proposal was presented at one meeting, while the vote took place at the following meeting.The 4 of 7 members present at the following meeting, when voting occurs, realized the mistake and acknowledged that the wording was incorrect and voted to approve the proposal as it was originally intended. The treasurer issued a check to the member. How does the secretary correct his mistake? (The other 3 of 7 members did not attend either meeting. 1 submitted an absentee vote in favor of the proposal as it was worded in the minutes. The other 2 members did not submit votes.)Thanks for your help.I guess I'm a bit puzzled by this sequence of events -- how did the absent members see the proposal 'as it was worded in the minutes'?In other words, the proposal is made at meeting 1. The secretary prepares draft minutes (which cannot be approved until meeting 2). Members who were absent for meeting 1 (therefore they did not hear the proposal in person) base their voting decisions on information contained in the draft (not yet approved) minutes. How did that come about? Is that part of normal operation in this organization, and, if so, are the draft minutes being used to provide notice?Further, at meeting 2, the members present apparently agreed that the draft minutes were wrong, so why didn't they just go ahead and correct them on the spot before approving them at meeting 2? Link to comment Share on other sites More sharing options...
Rev Ed Posted October 13, 2012 at 03:32 AM Report Share Posted October 13, 2012 at 03:32 AM I haven't seen someone fall into that "not" hole for a while now. Okay - I move to "Amend Something Previously Adopted" to add the "not" to my previous statement. Link to comment Share on other sites More sharing options...
Gary Novosielski Posted October 15, 2012 at 12:50 PM Report Share Posted October 15, 2012 at 12:50 PM Okay - I move to "Amend Something Previously Adopted" to add the "not" to my previous statement.Actually, it doesn't sound like it ever had majority approval in its previous form, so you can just "renew" it. Link to comment Share on other sites More sharing options...
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