Guest Albany Posted September 5, 2014 at 05:40 PM Report Share Posted September 5, 2014 at 05:40 PM I have attended many conventions of the group of which I am now an officer.Thus I started to read Robert's Rules.Our conventions lasts three days with eight hour all day sessions.Robert's Rules states that at the beginning of each day the minutes of the preceding day shall be read and approved. I do not ever recall having minutes taken or read or approved.How is it possible to get the minutes done overnight as we also have night meetings after the sessions end?Can a board or comittee be appointed to aprove of the convention minutes after the convention has ended?What do we do about all those years with no minutes of the convention? Link to comment Share on other sites More sharing options...
Timothy Posted September 5, 2014 at 06:03 PM Report Share Posted September 5, 2014 at 06:03 PM If minutes aren't being taken, that is a big problem. As for having time to to get them done overnight, if they are being written as business is going on, about all that needs to happen overnight is for someone to type them. And that isn't required. Link to comment Share on other sites More sharing options...
Thomas Ralph Posted September 5, 2014 at 06:10 PM Report Share Posted September 5, 2014 at 06:10 PM The minutes should properly be approved at the start of each day, as mentioned above. A committee or board can (and should) be authorized to approve the minutes of the final day once it's done. If the secretary is finding it difficult to achieve this, then the most likely scenario is that she is including too much in the minutes, which should not contain extraneous material such as contents of speeches or details of who spoke for or against certain topics. As for the unapproved minutes from way back when, the appropriate method is for the convention to appoint a committee to reconstruct the minutes of those earlier sessions and present them for approval, either to a future convention session or such other body as may be authorized. How this may work in practice may differ from the theory. Link to comment Share on other sites More sharing options...
Richard Brown Posted September 5, 2014 at 06:49 PM Report Share Posted September 5, 2014 at 06:49 PM Robert's Rules states that at the beginning of each day the minutes of the preceding day shall be read and approved. I do not ever recall having minutes taken or read or approved. That's not exactly what Robert's Rules states, or at least not the current, official version. RONR 11th edition, on page 628 says that the minutes of each days' meeting may be approved after the end of the convention rather than daily if a rule or resolution to that effect has been adopted. RONR 11th ed, page 628, lines 14 - 23. How is it possible to get the minutes done overnight as we also have night meetings after the sessions end?Can a board or comittee be appointed to aprove of the convention minutes after the convention has ended? Yes. RONR provides that approval of the minutes of a convention is "usually delegated to the board or to a special committee, by means of a standing rule of the convention or an adopted resolution introduced by the Resolutions Committee". (RONR 11th edition, page 628, lines 19- 23. Link to comment Share on other sites More sharing options...
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