Making minutes/agenda available to executives

[Guest Jacob]

Hi all,

Is it required to send out the minutes from the previous meeting and the agenda for the upcoming one to executives in advance of a meeting?

At our executive meetings, we are having to vote to accept the agenda and minutes without having a chance to review them first.

Also, what are the rules in regards to motioning to add something to the agenda?

Thank you

[George Mervosh]

See the FAQ for adding something to the proposed agenda...... http://www.robertsrules.com/faq.html#14

RONR doesn't require sending a proposed agenda and the minutes out in advance of a meeting, however, any member may demand the minutes be read before they are approved.

[Guest Edgar]

At our executive meetings . . .

The word "executive" has a number of meanings in RONR-Land and its use can sometimes be confusing. I assume you're referring to the members of an executive committee (or executive board). These would normally be referred to simply as "members" (or "committee members" or "board members") but not as "executives".

There is also such a thing as a meeting being held "in executive session" but that's a whole 'nother ball of wax.

[David A Foulkes]

Is it required to send out the minutes from the previous meeting and the agenda for the upcoming one to executives in advance of a meeting?

Only if your rules (bylaws, etc) require it.

At our executive meetings, we are having to vote to accept the agenda and minutes without having a chance to review them first.

Voting on the agenda is proper. On the minutes, not so much, especially without reviewing them (whatever that might mean). From The Book:

Reading and Approval of Minutes. The chair says, "The Secretary will read the minutes." However, in organizations where copies of the minutes of each previous meeting as prepared by the secretary are sent to all members in advance, the chair announces that this has been done, and the actual reading of them aloud is omitted unless any member then requests that they be read. (RONR 11th ed., p. 354 ll. 9-15)

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After any proposed corrections have been disposed of, and when there is no response to the chair's inquiry, "Are there any corrections [or "further corrections"] to the minutes?" the chair says, "There being no corrections [or "no further corrections"] to the minutes, the minutes stand [or "are"] approved [or "approved as read," or "approved as corrected"]." The minutes are thus approved without any formal vote, even if a motion for their approval has been made. The only proper way to object to the approval of the secretary's draft of the minutes is to offer a correction to it. It should be noted that a member's absence from the meeting for which minutes are being approved does not prevent the member from participating in their correction or approval. (RONR 11th ed. p. 354 l. 34 - p. 355 l. 11)

[Guest Jacob]

What is the process for having items removed from the agenda at the outset of a meeting?

Thanks

[David A Foulkes]

What is the process for having items removed from the agenda at the outset of a meeting?

Thanks

See the aforementioned FAQ, 1st paragraph, 2nd sentence, last half of it. Or, in other words, a motion to Amend.