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Secretary Duties re minutes


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Our bylaws and constituion are silent on a time frame of providing minutes after a meeting.  Is there anything in Roberts Rules that pertains to the secretary having  to produce minutes within a certain time-frame? 

 

Also, what is the protocol when the secretary is facing disciplinary action? Who would take the minutes then for instance at a trial of the secretary?  or a regular board meeting before a scheduled the secretarys trial meeting

-TIA

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RONR does not require the secretary to submit the draft minutes any earlier than at the next regular meeting.

 

If the secretary is unable to fulfill the duties of office, the assembly (the members present) can select a secretary pro tem (a temporary secretary) for the duration of the meeting.

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Also, what is the protocol when the secretary is facing disciplinary action? Who would take the minutes then for instance at a trial of the secretary?  or a regular board meeting before a scheduled the secretarys trial meeting

 

If the assembly follows RONR's advice on the content of the minutes - that they are a record of what was done, not what was said, then I would generally see no reason why the Secretary cannot take the minutes even when he is facing disciplinary proceedings. Unlike the duties of the chairman, there is generally very little room for interpretation by the Secretary when the minutes are taken properly, so there is no rule in RONR which suggests that the Secretary should temporarily relinquish this position when he has a personal or pecuniary interest not in common with other members.

 

If the assembly has not been following RONR's advice on the content of the minutes, I would strongly advise doing so, at least for the disciplinary meetings. If the assembly has been following RONR's advice, but the Secretary cannot be trusted to faithfully perform such straightforward tasks as recording the wording of a motion or the result of a vote, then the assembly should Suspend the Rules to elect a Secretary Pro Tempore, and the need to do so will likely not bode well for the Secretary.

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RONR does not require the secretary to submit the draft minutes any earlier than at the next regular meeting.

 

If the secretary is unable to fulfill the duties of office, the assembly (the members present) can select a secretary pro tem (a temporary secretary) for the duration of the meeting.

 

we are having a s

 

If the assembly follows RONR's advice on the content of the minutes - that they are a record of what was done, not what was said, then I would generally see no reason why the Secretary cannot take the minutes even when he is facing disciplinary proceedings. Unlike the duties of the chairman, there is generally very little room for interpretation by the Secretary when the minutes are taken properly, so there is no rule in RONR which suggests that the Secretary should temporarily relinquish this position when he has a personal or pecuniary interest not in common with other members.

 

If the assembly has not been following RONR's advice on the content of the minutes, I would strongly advise doing so, at least for the disciplinary meetings. If the assembly has been following RONR's advice, but the Secretary cannot be trusted to faithfully perform such straightforward tasks as recording the wording of a motion or the result of a vote, then the assembly should Suspend the Rules to elect a Secretary Pro Tempore, and the need to do so will likely not bode well for the Secretary.

 

Ha, i was just drafting a follow up question.  At our upcoming disciplinary meeting of the prez, the assembly does not trust the secretary to accurately keep minutes nor submit them timely to the assembly for review.  furthermore, these minutes will need to be submitted to the bank timely, to make necessary admin changes to protect the assembly's assets. 

 

based on your reply, if the assembly does not feel the secretary will be acting in the best interest of her position, then the assembly can make a motion to elect a pro tem secretary to record minutes.  how much of a vote is needed and is there a reference to electing a pro tem secretary in RONR?

 

thanks again and again and again.

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Ha, i was just drafting a follow up question.  At our upcoming disciplinary meeting of the prez, the assembly does not trust the secretary to accurately keep minutes nor submit them timely to the assembly for review.  furthermore, these minutes will need to be submitted to the bank timely, to make necessary admin changes to protect the assembly's assets. 

 

based on your reply, if the assembly does not feel the secretary will be acting in the best interest of her position, then the assembly can make a motion to elect a pro tem secretary to record minutes.  how much of a vote is needed and is there a reference to electing a pro tem secretary in RONR?

 

When the Secretary is present and is not willing to step aside, electing a Secretary Pro Tempore requires a motion to Suspend the Rules, which takes a 2/3 vote for adoption. The position of Secretary Pro Tempore is referred to in RONR, 11th ed., pgs. 459-460, although in that context it is assumed that the Secretary is absent. RONR does not directly address the situation of temporarily removing the Secretary and electing a Secretary Pro Tempore, but it does address this situation for the Chairman, and in my opinion, the same rules would apply. This is discussed in RONR, 11th ed., pgs. 652-653.

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Ha, i was just drafting a follow up question.  At our upcoming disciplinary meeting of the prez, the assembly does not trust the secretary to accurately keep minutes nor submit them timely to the assembly for review.  furthermore, these minutes will need to be submitted to the bank timely, to make necessary admin changes to protect the assembly's assets. 

A few of you might ask someone else to make notes during the meeting to have as a backup and as something to compare the secretary's minutes to for accuracy.  For that matter, the assembly or the group appointed to approve the minutes can approve the draft composed by the regular member rather than those of the secretary if you believe they more accurately reflect what was done at the meeting.

 

Since time may be of the essence, at the meeting you are concerned about you might consider adopting a motion authorizing the board or a committee to approve the minutes so you don't have to wait until the next meeting to have the minutes approved.   The motion can direct or request that the secretary submit the minutes of that meeting by a certain date.   If the secretary doesn't prepare the draft minutes in time for this approval, you can approve the draft submitted by the other person or the approval committee can draft the minutes from scratch. 

 

Remember, the society does not have to approve the secretary's minutes word for word.  You can make corrections.  The society, not the secretary, has the final word on what the minutes say.

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