Are spontaneously read documents to be included in minutes?

[Guest mainer_1950]

An organization I belong to had a meeting in which a member, after giving a routine report on items included on the agenda, passed out and read a document that was not on the agenda. This document was accusatory in nature to other members, and made threats of consequences. The organization has a specific procedure for filing a complaint or challenge, and that procedure was not followed. The member simply handed out the document with no request for permission to do so and no request to add it to the agenda. 

My question is - should the secretary include this document in the meeting minutes? It was not acted on in any way, and the person who distributed the document exited the meeting before discussion could happen.

[Kim Goldsworthy]

 

This document was accusatory in nature to other members, and made threats of consequences.

My question is - should the secretary include this document in the meeting minutes?

It was not acted on in any way, and the person who distributed the document exited the meeting before discussion could happen.

I have not read the document.

 

But a document which is "accusatory in nature" and which "made threats of consequence" will subject that member to a penalty of censure, or suspension, or expulsion.

You cannot impugn the integrity of another member. -- It violates the rule of decorum.

 

The minutes are to include business of the organizatoin.

A document which does not come an officer; nor comes from a committee, is probably not business of the assembly.

I cannot think of a justification for inclusion of such an insulting document.

If the organization did not authorize the document, and does not plan to adopt (or to amend) the document, then the document is probably not meant to be true business of the organization.

 

Proper minutes have no place for:

• bitching
• moaning
• kvetching
• carping
• whining

(A motion could have been moved, "That the minutes include X." But, as you say, no one acted in a favorable manner to take action on the accusations.)

[Dan Honemann]

An organization I belong to had a meeting in which a member, after giving a routine report on items included on the agenda, passed out and read a document that was not on the agenda. This document was accusatory in nature to other members, and made threats of consequences. The organization has a specific procedure for filing a complaint or challenge, and that procedure was not followed. The member simply handed out the document with no request for permission to do so and no request to add it to the agenda. 

My question is - should the secretary include this document in the meeting minutes? It was not acted on in any way, and the person who distributed the document exited the meeting before discussion could happen.

 

No.

[Gary Novosielski]

An organization I belong to had a meeting in which a member, after giving a routine report on items included on the agenda, passed out and read a document that was not on the agenda. 

 

That's better than I could have done.  Normally, once I pass out I can't read anything..

[Guest Guest]

That's better than I could have done.  Normally, once I pass out I can't read anything..

 

Ha!