Jump to content
The Official RONR Q & A Forums

Correcting Previously Approved Meeting Minutes


Guest Charlene

Recommended Posts

  • 2 weeks later...

Can corrections to the minutes be made after previous approval without a motion to amend something previously adopted?

 

The secretary omitted amendments to a motion, minutes simply state motion passed as amended, without citing the amendment. Corrected minutes would be marked revised until the next meeting when approval could be given. Next meeting is in 2 years.

Link to comment
Share on other sites

Correcting the minutes usually isn't of such great importance that a special meeting must be called. But 2 years from now, the correction should be made as Mr. Honemann stated. In the meantime, the secretary should make note of the change that needs to be made and keep it with the minutes so that it is not forgotten and so that anyone reading the minutes is aware of the change that will likely occur at the next meeting.

Link to comment
Share on other sites

The secretary omitted amendments to a motion, minutes simply state motion passed as amended, without citing the amendment. Corrected minutes would be marked revised until the next meeting when approval could be given.

 

Whoops, if the motion as recorded in the minutes was the correct (amended) version, then there is no need to correct anything.  The fact that an amendment was moved and adopted does not get recorded in the minutes  --  only the final form of the motion as adopted.

Link to comment
Share on other sites

Can corrections to the minutes be made after previous approval without a motion to amend something previously adopted?

 

The secretary omitted amendments to a motion, minutes simply state motion passed as amended, without citing the amendment. Corrected minutes would be marked revised until the next meeting when approval could be given. Next meeting is in 2 years.

 

An example of the correct wording to use in writing the minutes is found in the model form for minutes on page 472 of RONR, 11th ed. :

 

"The special committee that was appointed to investigate and report on suitable parking facilities near the Society's building reported, through its chairman, Mrs. Smith, a resolution, which, after debate and amendment, was adopted as follows: 'Resolved, That... [its exact words immediately before being acted upon, incorporating all amendments].'"

 

From what you say, it appears as if your secretary wrote the minutes correctly (as noted in post #6).

Link to comment
Share on other sites

  • 2 weeks later...

Thank you all for the responses. The debate continues as to the proper way to handle this.

 

The original motion was to adopt a handbook which had been previously distributed in draft form for review by every chapter of the organization. Revisions to the handbook were written during the conference and approved by the delegates and directors. The minutes originally stated "Motion to approve the XYZ handbook, as amended - Passed". None of the revisions to the handbook were in the approved daily minutes but all other literature approved as amended at the assembly had the changes shown in the minutes.

 

It is a four day conference with daily minutes reviewed and approved the next morning, except for the last day. The assembly meets every 2 years. The full conference minutes are distributed to every chapter and posted on the organization's website by the assembly committee.

 

The concern is that omitting the revisions to this handbook in the minutes (because the minutes of that day were already approved without them) will mean that the organization's members are not made aware of the actual changes (unless they compare the draft to the approved version once it is published).

 

Would it be improper to mark the minutes of that day revised and add a footnote indicating that the revisions to the handbook have been added to the minutes?

 

Whatever the approval status of the minutes was immediately during our assembly, we do a formal approval of the full set of minutes at the next conference - in 2 years. I chair the assembly committee, so I am responsible (along with the secretary) for ensuring the full set of minutes is as accurate as possible. I have reservations about publishing what we know is incomplete. (we have not released the full set of minutes yet)

 

Thank you again for any suggestions.

Link to comment
Share on other sites

Thank you all for the responses. The debate continues as to the proper way to handle this.

 

The original motion was to adopt a handbook which had been previously distributed in draft form for review by every chapter of the organization. Revisions to the handbook were written during the conference and approved by the delegates and directors. The minutes originally stated "Motion to approve the XYZ handbook, as amended - Passed". None of the revisions to the handbook were in the approved daily minutes but all other literature approved as amended at the assembly had the changes shown in the minutes.

 

It is a four day conference with daily minutes reviewed and approved the next morning, except for the last day. The assembly meets every 2 years. The full conference minutes are distributed to every chapter and posted on the organization's website by the assembly committee.

 

The concern is that omitting the revisions to this handbook in the minutes (because the minutes of that day were already approved without them) will mean that the organization's members are not made aware of the actual changes (unless they compare the draft to the approved version once it is published).

 

Would it be improper to mark the minutes of that day revised and add a footnote indicating that the revisions to the handbook have been added to the minutes?

 

Whatever the approval status of the minutes was immediately during our assembly, we do a formal approval of the full set of minutes at the next conference - in 2 years. I chair the assembly committee, so I am responsible (along with the secretary) for ensuring the full set of minutes is as accurate as possible. I have reservations about publishing what we know is incomplete. (we have not released the full set of minutes yet)

 

Thank you again for any suggestions.

 

In this situation, whatever the assembly adopted, as amended, must certainly be either included in, or attached as an exhibit to, the minutes of the meeting at which it was adopted.

Link to comment
Share on other sites

Archived

This topic is now archived and is closed to further replies.

×
×
  • Create New...