Guest James Roberts Posted July 11, 2014 at 02:57 PM Report Share Posted July 11, 2014 at 02:57 PM Two questions have arisen as to how a recording secretary of a small local public body should behave during a meeting. 1. - Recoding SecretaryThe secretary frequently makes comments regarding policy or engages with members of the public during Public Comments agenda items. That is, the secretary engages in debate. It is understandable that a secretary can ask for clarification of motions, or ask someone to repeat themselves if not clearly hear. However, it is my understanding that a secretary is there to record the meeting rather than take part in it. If they are debating they can't be properly recording activity. What does RONR advise? 2. - Conflict of DutiesThe secretary of this public body also serves as chair of one of its committees. Since the secretary is required to report as committee chair, similar issues to question #1 arise. How can the secretary record the meeting while participating in it? Thank you all for your assistance and guidance. James Link to comment Share on other sites More sharing options...
Rev Ed Posted July 11, 2014 at 03:13 PM Report Share Posted July 11, 2014 at 03:13 PM If the Secretary is a member of the group meeting, then the Secretary has every right to enter into debate, make motions, vote, etc. As such, there is no issue here. The actual issue sounds like you want too much information in the Minutes. Only decisions, not debate or discussion, is required in the Minutes. See 468-475 of RONR 11th edition to see more information about the Minutes. Link to comment Share on other sites More sharing options...
George Mervosh Posted July 11, 2014 at 04:11 PM Report Share Posted July 11, 2014 at 04:11 PM In addition to Ed's comments, which are correct, a bit from the book - "An office carries with it only the rights necessary for executing the duties of the office, and it does not deprive a member of the society of his rights as a member." RONR (11th ed.), p. 448 Public bodies have their own way of doing things most of the time, especially with minutes, but that still doesn't deprive her of her right to participate under the rules in RONR. Link to comment Share on other sites More sharing options...
Guest James Roberts Posted July 11, 2014 at 08:21 PM Report Share Posted July 11, 2014 at 08:21 PM Actually, the secretary in this instance does not have any voting rights (neither does the treasurer). Also, while I understand the basics of RONR, state legislation under the Open Meetings Act and Freedom of Information Act are actually requiring (or a bill which is about to be passed will require) that the "gist" of what was discussed by each person addressing a public body (board member of member of the public) be recorded. It also has provisions for how votes must be recorded. So I'm finding that while the public body has adopted RONR into its bylaws, there are other considerations as to how minutes must be kept. Link to comment Share on other sites More sharing options...
jstackpo Posted July 11, 2014 at 09:18 PM Report Share Posted July 11, 2014 at 09:18 PM Actually, the secretary in this instance does not have any voting rights (neither does the treasurer). Is the Secretary a member of the Board at all? If not he has no "meeting rights" at all, other than what your law may provide. As for your other problems (if problems they be) the law supersedes RONR if there are conflicts, as I am sure you realize Link to comment Share on other sites More sharing options...
Edgar Guest Posted July 12, 2014 at 12:19 AM Report Share Posted July 12, 2014 at 12:19 AM Actually, the secretary in this instance does not have any voting rights . . . This is the sort of thing it's good to reveal up front. Link to comment Share on other sites More sharing options...
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