Guest Ty Posted October 12, 2014 at 05:01 PM Report Share Posted October 12, 2014 at 05:01 PM Our board meeting was two weeks ago. The board will not meet again for 8 months. There is one additional item that we now need to add into the previous meetings minutes. Can it be acted upon by the members and then included in the previous meetings minutes? Link to comment Share on other sites More sharing options...
Edgar Guest Posted October 12, 2014 at 05:02 PM Report Share Posted October 12, 2014 at 05:02 PM Not unless what's being added actually took place at the meeting in question. The minutes are the official record of what was done at a meeting. Nothing else gets added. Whatever the board forgot to do will be included in the minutes of the meeting where it's actually done. Edited to add: You shouldn't wait eight months before approving minutes. Link to comment Share on other sites More sharing options...
Richard Brown Posted October 12, 2014 at 05:13 PM Report Share Posted October 12, 2014 at 05:13 PM Our board meeting was two weeks ago. The board will not meet again for 8 months. There is one additional item that we now need to add into the previous meetings minutes. Can it be acted upon by the members and then included in the previous meetings minutes?What do you mean by your question, "Can it be acted upon by the members and then included in the previous meetings minutes"? Are you referring to some kind of "action" outside of a meeting? If so, the answer is no. If you asking if it can be done in a meeting, the answer is yes, but the manner of doing so depends on various circumstances. Have the minutes already been approved, perhaps by a committee appointed to approve them? That is the normal (and recommended) procedure when the next regular meeting of the body will not be held within the next quarter. There are procedures for correcting (amending) the minutes in meetings. See "Minutes and Reports of Officers" in RONR starting on page 468. The approval (and amending) process starts on page 473. Edited to add: the "minutes" are only draft minutes until they are approved. Link to comment Share on other sites More sharing options...
Gary Novosielski Posted October 12, 2014 at 07:06 PM Report Share Posted October 12, 2014 at 07:06 PM You might be able to hold a special meeting, depending on whether your bylaws allows them. You can't "act on" things outside of a meeting. If you do hold a special meeting, whatever actions you take would be included in the minutes of that special meeting. They would certainly not be tacked on to some other meeting at which they were not taken. That's called falsifying records, where I come from. Link to comment Share on other sites More sharing options...
Thomas Ralph Posted October 12, 2014 at 08:20 PM Report Share Posted October 12, 2014 at 08:20 PM The meetings should reflect what actually happened at the meeting. If something that happened at some previous meeting wasn't included in the minutes, then amend the minutes at the next meeting to reflect that.I assume you aren't trying to amend the minutes to say that something happened at the meeting which actually did not happen. That would be bad. Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted October 12, 2014 at 11:21 PM Report Share Posted October 12, 2014 at 11:21 PM Our board meeting was two weeks ago. The board will not meet again for 8 months. There is one additional item that we now need to add into the previous meetings minutes. Can it be acted upon by the membersand then included in the previous meetings minutes?What is it that wish to "add"? You cannot falsify minutes. You won't find any support in Robert's Rules of Order implying, "It is OK to add things WHICH NEVER HAPPENED into minutes". Link to comment Share on other sites More sharing options...
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