Guest Linda J Posted May 10, 2015 at 01:23 PM Report Share Posted May 10, 2015 at 01:23 PM Can typographical errors be pointed out to Recording Secretary before meeting or must all corrections be made during approval of minutes? Link to comment Share on other sites More sharing options...
Edgar Guest Posted May 10, 2015 at 01:48 PM Report Share Posted May 10, 2015 at 01:48 PM Yes, the secretary is free to (and should want to) make corrections prior to submitting the draft minutes for approval. Of course the secretary is also free to ignore any suggested corrections to the draft minutes. Link to comment Share on other sites More sharing options...
Guest Linda J Posted May 10, 2015 at 01:56 PM Report Share Posted May 10, 2015 at 01:56 PM Yes, the secretary is free to (and should want to) make corrections prior to submitting the draft minutes for approval. Of course the secretary is also free to ignore any suggested corrections to the draft minutes.Must all substantive changes be heard at the meeting? Link to comment Share on other sites More sharing options...
Chris Harrison Posted May 10, 2015 at 02:24 PM Report Share Posted May 10, 2015 at 02:24 PM Must all substantive changes be heard at the meeting?Well, the minutes need to be approved at a meeting. However, if the Secretary wants to have a second pair of eyes look at them (though he or she isn't obligated to do so) any suggested edits can (but aren't required to) be put into the draft submitted to the members for approval. At that point they can make whatever corrections they see fit which might or might not be substantive. Link to comment Share on other sites More sharing options...
Edgar Guest Posted May 10, 2015 at 02:34 PM Report Share Posted May 10, 2015 at 02:34 PM Must all substantive changes be heard at the meeting? I'm not sure what you're asking but the secretary could make "substantive" changes in her draft before submitting it for approval and she needn't mention that changes had been made. During the approval process, the suggested corrections could be substantive or merely typographic. Of course, if the secretary is doing her job, corrections should be few. Link to comment Share on other sites More sharing options...
Guest Linda J Posted May 10, 2015 at 02:52 PM Report Share Posted May 10, 2015 at 02:52 PM I'm not sure what you're asking but the secretary could make "substantive" changes in her draft before submitting it for approval and she needn't mention that changes had been made. During the approval process, the suggested corrections could be substantive or merely typographic. Of course, if the secretary is doing her job, corrections should be few.The minutes have already been sent out to the board in preparation for our upcoming meeting. There are many errors that exist. In fact, they would make you cringe. The problem is that certain members feel that when corrections are brought up they can debate these points even when they are told that they are not in accord with RONR, our rules of procedure. Link to comment Share on other sites More sharing options...
Edgar Guest Posted May 10, 2015 at 03:06 PM Report Share Posted May 10, 2015 at 03:06 PM The minutes have already been sent out to the board in preparation for our upcoming meeting. There are many errors that exist. In fact, they would make you cringe. The problem is that certain members feel that when corrections are brought up they can debate these points even when they are told that they are not in accord with RONR, our rules of procedure. Normally, once copies of the draft minutes have been sent to all board members, any corrections should probably wait until the meeting at which they are to be approved. But any of the board members is free to suggest changes to the secretary and she is free to make some, all, or none of those suggested changes. At the meeting, debate during the approval process should be restricted to the accuracy and completeness of the minutes, not on the merits of business reported therein. If there is disagreement on a suggested correction, the assembly decides (by majority vote). Link to comment Share on other sites More sharing options...
Shmuel Gerber Posted May 10, 2015 at 03:24 PM Report Share Posted May 10, 2015 at 03:24 PM Can typographical errors be pointed out to Recording Secretary before meeting or must all corrections be made during approval of minutes? Must all substantive changes be heard at the meeting? The minutes have already been sent out to the board in preparation for our upcoming meeting. There are many errors that exist. In fact, they would make you cringe. The problem is that certain members feel that when corrections are brought up they can debate these points even when they are told that they are not in accord with RONR, our rules of procedure. This thread is getting a bit confusing because you are asking different questions. Yes, typographical errors (or any other type of errors) can be pointed out to the secretary before the meeting. But if the minutes aren't read at the meeting because they have been distributed to the members, then the only way for those corrections to be recorded is if a corrected copy has also been distributed to the members, or if the secretary reads the corrected copy (or at least the corrected portions of the minutes) at the meeting, or if unanimous consent is obtained at the meeting to make the specific corrections. Every member has the right to propose substantive corrections (or any other type of corrections, unless frivolous or dilatory) when the minutes come up for approval, and if there is any objection to a correction, it is debatable and amendable, and requires a majority vote for adoption. No one has the authority to tell the members that a correction cannot be adopted, or that a correction must be adopted, simply because of a belief that the correction, or the secretary's original version, is not in accordance with RONR. Link to comment Share on other sites More sharing options...
Guest Secretary Posted May 29, 2015 at 10:29 PM Report Share Posted May 29, 2015 at 10:29 PM What part of RONR allows a secretary to not send minutes to anyone (e.g., the Executive Board) prior to a meeting? Is this also the same section which allows a secretary to ignore (or not) comments on minutes prior to a meeting? This seems quite similar to my challenge where I have a President who wishes to edit the minutes I have created as Secretary. Thanks for the RONR citations. Link to comment Share on other sites More sharing options...
Edgar Guest Posted May 29, 2015 at 10:34 PM Report Share Posted May 29, 2015 at 10:34 PM What part of RONR allows a secretary to not send minutes to anyone (e.g., the Executive Board) prior to a meeting? Nothing in RONR requires the secretary to send the draft minutes to anyone (so there's nothing in RONR to cite). For future reference, it's best to start a new topic with a new question. See here. Link to comment Share on other sites More sharing options...
Shmuel Gerber Posted May 29, 2015 at 10:51 PM Report Share Posted May 29, 2015 at 10:51 PM Nothing in RONR requires the secretary to send the draft minutes to anyone (so there's nothing in RONR to cite). Surely it would be relevant to cite RONR (11th ed.), page 355, lines 12-27 and page 474, lines 19-29. Link to comment Share on other sites More sharing options...
Edgar Guest Posted May 29, 2015 at 11:23 PM Report Share Posted May 29, 2015 at 11:23 PM Surely it would be relevant to cite RONR (11th ed.), page 355, lines 12-27 and page 474, lines 19-29. Well, it surely wouldn't be irrelevant. Link to comment Share on other sites More sharing options...
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