Guest Guest Posted January 12, 2015 at 02:43 AM Report Share Posted January 12, 2015 at 02:43 AM The Board has made decisions on items that were in New Business but the decisions can't be acted on/completed due to weather. What heading do these items go under on the Agenda until they can be acted on/completed? Link to comment Share on other sites More sharing options...
Rev Ed Posted January 12, 2015 at 03:34 AM Report Share Posted January 12, 2015 at 03:34 AM None. Once approved, there is no reason to re-approve an item. Also, if the decisions are weather based, why would they have been made now? Link to comment Share on other sites More sharing options...
Andy Travis Posted January 12, 2015 at 03:44 AM Report Share Posted January 12, 2015 at 03:44 AM For example a hand railing had been ordered but can't be installed during the winter. If the item does not go under a heading any more once a decision had been made, what heading does the item go under in the Agenda and then the Minutes to report that the project has been completed so as to let the general membership know that the project has been completed. Link to comment Share on other sites More sharing options...
Gary c Tesser Posted January 12, 2015 at 07:42 AM Report Share Posted January 12, 2015 at 07:42 AM For example a hand railing had been ordered but can't be installed during the winter.If the item does not go under a heading any more once a decision had been made, what heading does the item go under in the Agenda and then the Minutes to report that the project has been completed so as to let the general membership know that the project has been completed. Huh. Installing a hand-railing. Good thinking, M. Travis, a very clear example. The goodly Edness One has nailed it here, I think*. There is nothing for the organization to do, parliamentarily, about the delay in installing the handrailing: the meeting has done its job, and the outside world and the installer must find a way to work together to get that hand rail up, even if it means waiting until July (or my birthday, hint hint). How might your organization's business meeting properly get involved with the delayed installation of the railing? One way, the Buildings & Grounds Committee might report, month after month, that the railing is still in storage; in this case, the minutes would report that the B & G Committee made a report --period. (If the report was written, the secretary should file the report and the minutes would further state that the committee report was placed on file. Also see RONR, 11th Ed., p. 471, lines 13 - 17.) Or maybe a member might move that the railing project be scrapped altogether for now, perhaps to be put off until better weather arrives, or we move to Florida. In this case, the minutes would record that the motion was made, and what happened to it. If eventually Buildings & Grounds reported that the railing has been installed, the minutes, still, would report only that -- yup -- the committee had made a report. If brief mafficking ensued, the minutes might report the incident and that the presiding officer took a few minutes to restore order. Get it? The minutes do not record what happens in the outside world: the minutes record what happens in a business meeting. IF you want the membership to know about your projects, write a newsletter Get it? For the business meeting to get involved, and for the minutes to record anything, the meeting must do something further about the railing.________* At least Ed's first sentence. Alas, I think the second sentence strayed off-point. Maybe I'm being overly harsh on this, Mr Ed, but a B-minus for this one. Link to comment Share on other sites More sharing options...
Josh Martin Posted January 12, 2015 at 02:57 PM Report Share Posted January 12, 2015 at 02:57 PM For example a hand railing had been ordered but can't be installed during the winter. If the item does not go under a heading any more once a decision had been made, what heading does the item go under in the Agenda and then the Minutes to report that the project has been completed so as to let the general membership know that the project has been completed.Well, is some sort of officer or committee working on this? If so, they can put it in their report.It certainly doesn't go in the minutes, though. Link to comment Share on other sites More sharing options...
Gary c Tesser Posted January 12, 2015 at 03:40 PM Report Share Posted January 12, 2015 at 03:40 PM Well, is some sort of officer or committee working on this? If so, they can put it in their report.It certainly doesn't go in the minutes, though. C'mon, Josh! Link to comment Share on other sites More sharing options...
Guest Guest Posted January 12, 2015 at 03:53 PM Report Share Posted January 12, 2015 at 03:53 PM Thank you all for your input. Mr. Martin to answer your question, the office manager or property manager would let the board know once projects are completed. But I thought it was not correct to include officers of the board (who aren't actual members) reports in the minutes. Mr. Tesser, the office manager would be like the buildings and grounds committee but she isn't a committee of one. Any further help or clarification would be appreciated. Link to comment Share on other sites More sharing options...
Guest Guest Posted January 12, 2015 at 04:12 PM Report Share Posted January 12, 2015 at 04:12 PM I would like to clarify, I meant to say, I thought it was not correct for specifics of the office manager's report to be mentioned in the minutes, just that she had a report. Further thinking in answer to Mr. Martin's response, instead of creating a standing committee, once the projects are completed or if there's something to report on them, then the projects could be reported under Boards Report, even if the Board finds out the information from the office manager. Link to comment Share on other sites More sharing options...
Josh Martin Posted January 12, 2015 at 07:22 PM Report Share Posted January 12, 2015 at 07:22 PM Thank you all for your input. Mr. Martin to answer your question, the office manager or property manager would let the board know once projects are completed. But I thought it was not correct to include officers of the board (who aren't actual members) reports in the minutes. Mr. Tesser, the office manager would be like the buildings and grounds committee but she isn't a committee of one. Any further help or clarification would be appreciated.Reports for information only are not included in the minutes regardless of who gives them, but the reports of officers are part of the standard order of business, whether or not the officers are members of the assembly.I would like to clarify, I meant to say, I thought it was not correct for specifics of the office manager's report to be mentioned in the minutes, just that she had a report. Further thinking in answer to Mr. Martin's response, instead of creating a standing committee, once the projects are completed or if there's something to report on them, then the projects could be reported under Boards Report, even if the Board finds out the information from the office manager.Sounds fine to me, but to be clear, the specifics of the board's report aren't mentioned in the minutes either. Link to comment Share on other sites More sharing options...
Guest Guest Posted January 12, 2015 at 07:37 PM Report Share Posted January 12, 2015 at 07:37 PM Thank you Mr. Martin for clarifying for me that nobody's reports goes in the minutes. I was not aware of that. Sorry if this sounds redundant I just want to further clarify. So, in the agenda are the issues that an officer (whether they are a board member or not) wants to discuss not specifically listed on the agenda and therefore the specifics of the report aren't in the minutes. The minutes just show with a heading that someone had a report. If you don't mind could you please give me an example of a report vs new business. I'm thinking perhaps I'm confusing the two. Link to comment Share on other sites More sharing options...
Guest Guest Posted January 12, 2015 at 07:47 PM Report Share Posted January 12, 2015 at 07:47 PM Upon further reading and re-reading that specifics of the board's report aren't mentioned in the minutes, may I conclude then that once a board makes a decision whether the decision will be acted on in the near or far future that agenda item no longer appears again on future agendas or in future minutes after the decision has been reported in the minutes once. Link to comment Share on other sites More sharing options...
Josh Martin Posted January 12, 2015 at 07:53 PM Report Share Posted January 12, 2015 at 07:53 PM Thank you Mr. Martin for clarifying for me that nobody's reports goes in the minutes. I was not aware of that. Sorry if this sounds redundant I just want to further clarify. So, in the agenda are the issues that an officer (whether they are a board member or not) wants to discuss not specifically listed on the agenda and therefore the specifics of the report aren't in the minutes. The minutes just show with a heading that someone had a report. If you don't mind could you please give me an example of a report vs new business. I'm thinking perhaps I'm confusing the two.The contents of the agenda and the contents of the minutes have very little to do with each other. The agenda will be as detailed (or not) as the assembly pleases, but all that the minutes will say for a report for information only is that the report was read and placed on file.You've actually given examples of both of these things yourself. Originally, a motion was made under New Business to install a new hand rail. So the assembly actually did something at the meeting - a motion was made and adopted. The text of the motion and its disposition are recorded in the minutes.Later, the hand rail is actually installed, and this information is included in the report of some officer, board, or committee. Since all that happens here is someone telling the assembly what has occurred, the assembly has not actually done anything regarding this issue. The minutes are a record of what was done, not what was said, so all that is included in the minutes is that the report was read and placed on file - not the specifics of the report.(It is also possible for reports to contain recommendations, which may be an issue for another day.)Upon further reading and re-reading that specifics of the board's report aren't mentioned in the minutes, may I conclude then that once a board makes a decision whether the decision will be acted on in the near or far future that agenda item no longer appears again on future agendas or in future minutes after the decision has been reported in the minutes once.Unless and until the assembly takes action again (such as by amending or rescinding the previous motion), this sounds right to me. Link to comment Share on other sites More sharing options...
Guest Guest Posted January 12, 2015 at 08:02 PM Report Share Posted January 12, 2015 at 08:02 PM Thank you, this clarifies the issues for me. Just one more question. With whom are the reports kept on file with? Can they be placed in the same binder that the minutes are kept for easy reference or should a separate binder be kept for reports? Link to comment Share on other sites More sharing options...
Josh Martin Posted January 12, 2015 at 08:03 PM Report Share Posted January 12, 2015 at 08:03 PM Thank you, this clarifies the issues for me. Just one more question. With whom are the reports kept on file with? Can they be placed in the same binder that the minutes are kept for easy reference or should a separate binder be kept for reports?The secretary, and yes, they are kept in the same binder as the minutes. Link to comment Share on other sites More sharing options...
Guest Guest Posted January 12, 2015 at 08:09 PM Report Share Posted January 12, 2015 at 08:09 PM Thank you so much for your help it's greatly appreciated. Link to comment Share on other sites More sharing options...
Gary c Tesser Posted January 12, 2015 at 08:51 PM Report Share Posted January 12, 2015 at 08:51 PM The secretary, and yes, they are kept in the same binder as the minutes. C'mon, Josh! Link to comment Share on other sites More sharing options...
Gary c Tesser Posted January 12, 2015 at 08:53 PM Report Share Posted January 12, 2015 at 08:53 PM Thank you so much for your help it's greatly appreciated. (And hey, if you're Andy Travis, it would help to enter it. There's an awful lot of Guest_Guests. For that matter, joining up is easy, and you get a free keychain and a raffle for the silver Porsche.) Link to comment Share on other sites More sharing options...
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