Guest Renegade1313 Posted April 6, 2014 at 07:50 PM Report Share Posted April 6, 2014 at 07:50 PM Do our Excecutive board and membership meeting minutes are currently being approved by the Excutive board and then by the membership at the meeting, my question is this correct or should we just be asking if there are and changes/corrections and if none call them adopted? Link to comment Share on other sites More sharing options...
Thomas Ralph Posted April 6, 2014 at 08:26 PM Report Share Posted April 6, 2014 at 08:26 PM After the minutes of a meeting have been read, the chairman asks if there are any corrections to the minutes. If there are, these are normally agreed to by unanimous consent but may be put to a vote if any member so demands. When there are no further corrections, the chairman declares them approved. The approval of minutes is not put to a vote; the only way to express disapproval of the minutes is to propose a correction. For the avoidance of doubt, each body approves its own minutes, so the executive board should approve minutes of the executive board meeting and the membership should approve minutes of the membership meeting. Neither approves the other's minutes. Link to comment Share on other sites More sharing options...
Guest Renegade1313 Posted April 6, 2014 at 08:41 PM Report Share Posted April 6, 2014 at 08:41 PM Thanks Link to comment Share on other sites More sharing options...
Guest Renegade1313 Posted April 7, 2014 at 01:20 PM Report Share Posted April 7, 2014 at 01:20 PM Just to follow up I got asked the question why can't the membership approve the E board mins if they contain issues and motions for conferences and other expenditures? Link to comment Share on other sites More sharing options...
Guest Edgar Posted April 7, 2014 at 01:30 PM Report Share Posted April 7, 2014 at 01:30 PM Just to follow up I got asked the question why can't the membership approve the E board mins if they contain issues and motions for conferences and other expenditures? Approval of the minutes simply indicates that what's recorded in the minutes is an accurate representation of what was done at the meeting. Approval of the minutes doesn't indicate approval of what was done, only that it was, in fact, done. And the people best qualified to say that what was done was done are the members of the body that was meeting. Of course the (general) membership is free to question the board's decisions . . . but not by altering (or disapproving of) the minutes. Link to comment Share on other sites More sharing options...
Guest Debi Posted April 7, 2014 at 10:10 PM Report Share Posted April 7, 2014 at 10:10 PM When should members receive a copy of the minutes? I was unable to attend a recent board meeting, due to official business in my role as a board member (representing the organization at another meeting), and was told I would have to wait until October to receive the meeting minutes, as they were not yet 'approved' and would be voted on until the next board meeting (October). Our policies state that the minutes should be provided to members 'at least a week in advance' of the next board meeting. The Executive Director insisted that MN statutes prevent them from sharing the minutes with the membership until they are approved; however, I AM A MEMBER OF THE BOARD. Has anyone ever heard of this? Link to comment Share on other sites More sharing options...
Josh Martin Posted April 7, 2014 at 10:19 PM Report Share Posted April 7, 2014 at 10:19 PM When should members receive a copy of the minutes? Nothing in RONR requires that members be given a copy of the minutes, although members have the right to view the minutes. Nothing in RONR gives members any rights with respect to draft minutes (minutes which have not yet been approved). An assembly is free to adopt its own rules on these subjects if it wishes (and it appears that your assembly has adopted at least one rule on this subject). The Executive Director insisted that MN statutes prevent them from sharing the minutes with the membership until they are approved; however, I AM A MEMBER OF THE BOARD. Has anyone ever heard of this? Questions about Minnesota statutes should be directed to a lawyer. For future reference, it's generally best to post a new question as a new topic, even if an existing topic appears similar. Link to comment Share on other sites More sharing options...
Guest Debi Posted April 7, 2014 at 10:46 PM Report Share Posted April 7, 2014 at 10:46 PM Thanks for the quick reply... the trouble is, we DON'T have anything in our policies & procedures or bylaws indicating this is an adopted rule... I have checked. Link to comment Share on other sites More sharing options...
Guest Debi Posted April 7, 2014 at 10:47 PM Report Share Posted April 7, 2014 at 10:47 PM PS- and the MN statutes shared were in reference to posting of the approved minutes to the broader membership, and did not reference providing copies of minutes to board members Link to comment Share on other sites More sharing options...
Josh Martin Posted April 8, 2014 at 12:01 AM Report Share Posted April 8, 2014 at 12:01 AM Thanks for the quick reply... the trouble is, we DON'T have anything in our policies & procedures or bylaws indicating this is an adopted rule... I have checked. So when you said "Our policies state that the minutes should be provided to members 'at least a week in advance' of the next board meeting," that was not accurate? PS- and the MN statutes shared were in reference to posting of the approved minutes to the broader membership, and did not reference providing copies of minutes to board members That's nice. Questions about Minnesota statutes should still be directed to a lawyer. As noted, nothing in RONR grants anyone the right to copies of minutes, let alone draft minutes. It only gives members of the assembly the right to view approved minutes. RONR also does not prohibit giving out copies of minutes or draft minutes. If the board wishes to adopt its own rules on this subject, it is free to do so. Link to comment Share on other sites More sharing options...
Don S. Posted February 25, 2016 at 06:23 PM Report Share Posted February 25, 2016 at 06:23 PM Are votes actionable before the meeting minutes are approved at the next meeting? We have an annual retreat that is separate from our monthly Board meetings. Board meeting minutes are approved at the next monthly Board meeting, but the annual retreat minutes are approved at next year's Board retreat. Needless to say, present Board members have a vague idea of the actions from the previous year's retreat, and by then, some Board members have left with new ones taking their place. It is unlikely that there is even a "quorum" of members present who were actually there from the previous retreat. So, the question is, are all the actions taken by the Board during the year allowed, prior to the minutes being approved? Link to comment Share on other sites More sharing options...
Hieu H. Huynh Posted February 25, 2016 at 06:28 PM Report Share Posted February 25, 2016 at 06:28 PM Don S., please post as a new topic. Link to comment Share on other sites More sharing options...
Guest Posted February 25, 2016 at 07:16 PM Report Share Posted February 25, 2016 at 07:16 PM On 4/6/2014 at 1:26 PM, Thomas Ralph said: After the minutes of a meeting have been read, the chairman asks if there are any corrections to the minutes. If there are, these are normally agreed to by unanimous consent but may be put to a vote if any member so demands. When there are no further corrections, the chairman declares them approved. The approval of minutes is not put to a vote; the only way to express disapproval of the minutes is to propose a correction. How did you determine the unanimous consent without asking for a vote? Link to comment Share on other sites More sharing options...
Dan Honemann Posted February 25, 2016 at 07:19 PM Report Share Posted February 25, 2016 at 07:19 PM 1 minute ago, Guest said: How did you determine the unanimous consent without asking for a vote? Try looking at pages 54-56 in RONR, 11th ed. Link to comment Share on other sites More sharing options...
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