Format of Minutes

[Macanudo]

Our Homeowners Association has, since 2007, been recording and keeping our Minutes in electronic form. We print a copy which is kept in our files but we also post an electronic copy on our controlled access website.

 

We have a dissident member who is now complaining that "In accordance with the provisions of Robert’s Rules of Order Article 59 Secretary, it is the duty of the Secretary to, “keep one book in which the constitution, by-laws, rules of order, and standing rules should all be written"

 

By state law, we are required to record all such documents as the Bylaws, Constitution, Rules and Regulations, etc. in the Real Estate Records of our County. Thus having them all in paper form in a book seems to be an anachronism.

 

What do other groups do?

[Chris Harrison]

By state law, we are required to record all such documents as the Bylaws, Constitution, Rules and Regulations, etc. in the Real Estate Records of our County. Thus having them all in paper form in a book seems to be an anachronism.

 

It might be but the member is correct because RONR p. 459 says one of the Secretary's duties is "to maintain record book(s) in which the bylaws, special rules of order, standing rules, and minutes are entered, with any amendments to these documents properly recorded, and to have the current record book(s) on hand at every meeting."  However, when RONR conflicts with the bylaws, Special Rules of Order, or applicable law those superior rules will win out.  Whether those rules actually remove one of the Secretary's duties is something you all (possibly in consultation with a lawyer) will need to determine.

[Richard Brown]

Our Homeowners Association has, since 2007, been recording and keeping our Minutes in electronic form. We print a copy which is kept in our files but we also post an electronic copy on our controlled access website.

 

We have a dissident member who is now complaining that "In accordance with the provisions of Robert’s Rules of Order Article 59 Secretary, it is the duty of the Secretary to, “keep one book in which the constitution, by-laws, rules of order, and standing rules should all be written"

 

By state law, we are required to record all such documents as the Bylaws, Constitution, Rules and Regulations, etc. in the Real Estate Records of our County. Thus having them all in paper form in a book seems to be an anachronism.

 

What do other groups do

Your member is quoting from the 1915 4th edition of Robert's Rules of Order Revised, which is over 100 years and 7 editions out of of date.  I don't believe computers were around than.   It's copyright has expired and it is the only edition you can find online.  We are now in the 11th edition published in 2011.  Quite a few changes have been made since the 1915 4th edition.  Most groups use the current edition.  We hope your group does, too.      Here's a link to it:  http://www.robertsrules.com/book.html

 

RONR no longer uses that exact language.  The important thing is that the records be maintained in an appropriate manner and that the key records, such as the bylaws, special rules of order and standing rules be available at each meeting.  Your organization is free to determine the manner of maintaining records.  Having a backup is certainly a good idea.  Authorizing the secretary to maintain them electronically is certainly permissible, although having a binder with key documents available at meetings can be beneficial.  Of course, those documents can probably be accessed on a laptop in seconds.

 

It is something I would not be worried about, although, if the secretary disregards the rules or instructions from the society he or she might be subject to disciplinary action or removal from office.  The society itself has the right to determine how its records shall be maintained, provided, of course, that it does not conflict with superior law.

 

If this is causing a problem, you might consider having the society adopt a resolution authorizing the secretary to maintain certain records electronically.  Be aware that computers crash, though, so having a backup or separate hard copy of everything might be a good idea.  I think it's safe to say that computers crash more often than houses burn to the ground.