Watson Posted October 30, 2012 at 08:21 PM Report Share Posted October 30, 2012 at 08:21 PM I have been appointed to a standing committee that meets only 'as needed'. The last meeting was over a year ago. On the agenda I see Approval of Minutes that were drafted in 2011. What really should be done with drafts that escape approval and then suddenly reappear? The meeting currently scheduled is a 'special meeting' of the committee so I conclude that placing 'Approval' on the Agenda is also improper. Thanks for clarifying this issue. --RTW Link to comment Share on other sites More sharing options...
Sean Hunt Posted October 30, 2012 at 08:28 PM Report Share Posted October 30, 2012 at 08:28 PM I have been appointed to a standing committee that meets only 'as needed'. The last meeting was over a year ago. On the agenda I see Approval of Minutes that were drafted in 2011. What really should be done with drafts that escape approval and then suddenly reappear? The meeting currently scheduled is a 'special meeting' of the committee so I conclude that placing 'Approval' on the Agenda is also improper. Thanks for clarifying this issue. --RTWA committee typically doesn't have minutes and it's very unusual for it to have special meetings. If you do have minutes, you should approve them, even if none of the members were there when the minutes were taken.As for a special meeting, I would bring it up if committee members would be expected to be able to bring up any new business, because it's not a special meeting in spirit. If there is expected to be only one or two items and no other business will be permitted, then I would save it for a later meeting if this is atypical. Link to comment Share on other sites More sharing options...
jstackpo Posted October 30, 2012 at 08:32 PM Report Share Posted October 30, 2012 at 08:32 PM Easy to clarify: Committees don't keep minutes in the first place. p. 500, line 4 ff. Commonly the requested committee report back to the superior body serves as the memorandum of the committee's action -- the report does get adopted, of course. Link to comment Share on other sites More sharing options...
JohnR Posted October 30, 2012 at 08:48 PM Report Share Posted October 30, 2012 at 08:48 PM To clarify, a committee report is received, but not adopted as a matter of course by the superior body.If RTW's committee keeps minutes because of a custom rule, then it should appoint a subcommittee to approve them shortly after each meeting instead of waiting a year. Link to comment Share on other sites More sharing options...
Dan Honemann Posted October 30, 2012 at 08:58 PM Report Share Posted October 30, 2012 at 08:58 PM I have been appointed to a standing committee that meets only 'as needed'. The last meeting was over a year ago. On the agenda I see Approval of Minutes that were drafted in 2011. What really should be done with drafts that escape approval and then suddenly reappear? The meeting currently scheduled is a 'special meeting' of the committee so I conclude that placing 'Approval' on the Agenda is also improper. Thanks for clarifying this issue. --RTWIf this "agenda" is included in the call of the special meeting to notify members of the purposes for which it is being called, then all's well. Link to comment Share on other sites More sharing options...
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