Guest Kristen Posted November 27, 2012 at 01:39 AM Report Share Posted November 27, 2012 at 01:39 AM If minutes to a meeting are lost, or were not taken and the rule changes are contested, do the changes stand? 3 members "remember" and no one else does. How can we handle this? Link to comment Share on other sites More sharing options...
Guest Edgar Posted November 27, 2012 at 01:50 AM Report Share Posted November 27, 2012 at 01:50 AM How long ago was this meeting? Had the "lost" minutes been approved? If three members remember, how many members don't? What does your secretary say about the "lost" minutes? Link to comment Share on other sites More sharing options...
Guest Kristen Posted November 27, 2012 at 02:51 AM Report Share Posted November 27, 2012 at 02:51 AM The meeting was 2 months ago. There were no minutes provided. The November meeting was supposed to be our Advisory Councils meeting to do rule changes. These 3 people say some rules were voted on in September, but they are the only 3 of 12 or more that remember this certain rule change or voting on them at all. ( Attendance varies at our meetings) Link to comment Share on other sites More sharing options...
Guest Edgar Posted November 27, 2012 at 11:53 AM Report Share Posted November 27, 2012 at 11:53 AM If the secretary is unable (or unwilling) to prepare minutes for approval, appoint a committee (it could be as small as one or two people) to do so (to the best of their recollection). When the (draft) minutes are presented for approval the assembly (the members present) can correct them as needed (majority vote to decide any disagreements). Then the chair will declare the minutes "approved as corrected" and you're good to go. Just remember that the minutes should recorded what actually happened, not what "should have" happened.In the meantime, you might want to avoid making any decisions based on what may or may not have happened at that minute-less meeting. And get yourselves a better secretary. Link to comment Share on other sites More sharing options...
Guest Kristen Posted November 28, 2012 at 10:20 AM Report Share Posted November 28, 2012 at 10:20 AM Here is the kicker....The November meeting is, by our by-laws, the last meeting to make rule changes for this 4-H livestock show in July. When the rules in contention came up, it was stated that they were voted on in September and the option to bring it to the table was not offered. (Note: This was around 10:45 p.m. in a meeting that started at 7:00 p.m. )The person that they said made this motion for a rule change has absolutely no recollection of it and the rule change is definitely not this members way of thinking. At any rate, since there are no minutes and no one can remember who seconded it. The changes were not presented to the general membership to go over before a vote ( a requirement of our by-laws), do the rules revert to the previous year or can we make a motion to make an exception to the by-laws and do a December vote?Thank you so much for your time. Link to comment Share on other sites More sharing options...
Guest Edgar Posted November 28, 2012 at 01:57 PM Report Share Posted November 28, 2012 at 01:57 PM . . . do the rules revert to the previous year or can we make a motion to make an exception to the by-laws and do a December vote?The rules say whatever the members can agree they say but it seems unlikely such an important rule would have been changed and hardly anyone remembers changing it . . . just two months later. Though I'm not sure I understand the sequence of events (or non-events).In any case, the only way to change the bylaws is to amend them (per your rules for doing so). No "exceptions". (Well, very few, and not this one.) Link to comment Share on other sites More sharing options...
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