Andy Travis Posted June 30, 2015 at 05:15 PM Report Share Posted June 30, 2015 at 05:15 PM If the regular secretary wrote up April's minutes but was absent at the May meeting where the minutes were accepted as corrected, who signs the minutes? And if there were any corrections and somebody other than the regular secretary makes the corrections who takes credit for writing and signing the minutes? The regular secretary was back shortly after the May meeting and the April minutes have not yet been distributed to members (not just Board members) interested in receiving them. Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 30, 2015 at 05:20 PM Report Share Posted June 30, 2015 at 05:20 PM The person who prepares and submits the minutes for approval signs them. Upon approval, the person serving as secretary initials them "as approved". These may or may not be the same person. (And note that minutes are approved, not "accepted".) Link to comment Share on other sites More sharing options...
Andy Travis Posted June 30, 2015 at 05:27 PM Author Report Share Posted June 30, 2015 at 05:27 PM Thanks Edgar. I've been away for awhile so I'm just getting my terms straight again. At least I didn't write 'adopted.' Link to comment Share on other sites More sharing options...
Andy Travis Posted June 30, 2015 at 05:30 PM Author Report Share Posted June 30, 2015 at 05:30 PM When you say "The person who prepares and submits the minutes for approval signs them" are you saying that the draft minutes are signed? Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 30, 2015 at 05:45 PM Report Share Posted June 30, 2015 at 05:45 PM When you say "The person who prepares and submits the minutes for approval signs them" are you saying that the draft minutes are signed? Yes. The words "Respectfully submitted" used to precede the signature but that's no longer advised (though it's not improper either). See p.471. Link to comment Share on other sites More sharing options...
Richard Brown Posted June 30, 2015 at 06:37 PM Report Share Posted June 30, 2015 at 06:37 PM Yes. The words "Respectfully submitted" used to precede the signature but that's no longer advised (though it's not improper either). See p.471.Maybe that is a good reason for going back and using the term "Respectfully submitted", since the term indicates that the signature is of the person who wrote them rather than some other person who was around when they were approved. I think using the term eliminates some of the confusion as to who should sign the minutes. Link to comment Share on other sites More sharing options...
George Mervosh Posted June 30, 2015 at 07:52 PM Report Share Posted June 30, 2015 at 07:52 PM Maybe that is a good reason for going back and using the term "Respectfully submitted", since the term indicates that the signature is of the person who wrote them rather than some other person who was around when they were approved. I think using the term eliminates some of the confusion as to who should sign the minutes. Was it ever in doubt Margaret Duffy took those minutes in the book? Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 30, 2015 at 07:59 PM Report Share Posted June 30, 2015 at 07:59 PM Was it ever in doubt Margaret Duffy took those minutes in the book? Perhaps Ms. Duffy intimidated the secretary pro tem into turning over her notes so Ms. Duffy could "get the credit". The fact that she submitted the minutes doesn't necessarily mean she took the minutes. Link to comment Share on other sites More sharing options...
Richard Brown Posted June 30, 2015 at 08:22 PM Report Share Posted June 30, 2015 at 08:22 PM Was it ever in doubt Margaret Duffy took those minutes in the book? Ahh, but it probably took several hours and a team effort to draft "Margaret Duffy's" perfect minutes from the perfect meeting! Did "she" really draft them?? Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 30, 2015 at 08:27 PM Report Share Posted June 30, 2015 at 08:27 PM . . . "Margaret Duffy's" perfect minutes . . . Those minutes are far from perfect. For starters, she doesn't seem to know in what year the meeting took place. Link to comment Share on other sites More sharing options...
Andy Travis Posted June 30, 2015 at 09:05 PM Author Report Share Posted June 30, 2015 at 09:05 PM I am in agreement that the 'respectfully submitted' part should still be included. So then should the minutes always have 2 signatures, even if they are by the same person. One for submitting and one for verifying that they are approved? Link to comment Share on other sites More sharing options...
Richard Brown Posted June 30, 2015 at 09:12 PM Report Share Posted June 30, 2015 at 09:12 PM I am in agreement that the 'respectfully submitted' part should still be included. So then should the minutes always have 2 signatures, even if they are by the same person. One for submitting and one for verifying that they are approved?Personally, I think that is a very good idea. I think it helps to avoid this confusion about who signs the minutes and makes it plain who noted that they were approved. I like a signature better than initials. I think banks like it better that way, too, when the minutes are used in place of a "resolution" authorizing the opening or signatories of a bank account. Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 30, 2015 at 11:19 PM Report Share Posted June 30, 2015 at 11:19 PM I am in agreement that the 'respectfully submitted' part should still be included. So then should the minutes always have 2 signatures, even if they are by the same person. One for submitting and one for verifying that they are approved? No. The person who submits the draft minutes signs the submission The person serving as secretary when the minutes are approved initials the (approved) minutes. Link to comment Share on other sites More sharing options...
Shmuel Gerber Posted June 30, 2015 at 11:47 PM Report Share Posted June 30, 2015 at 11:47 PM Those minutes are far from perfect. For starters, she doesn't seem to know in what year the meeting took place. Link to comment Share on other sites More sharing options...
Andy Travis Posted July 1, 2015 at 12:20 AM Author Report Share Posted July 1, 2015 at 12:20 AM No. The person who submits the draft minutes signs the submission The person serving as secretary when the minutes are approved initials the (approved) minutes.So then after the minutes are approved, does the submitter (the secretary) remove their name and signature from the minutes? With today's technology the corrections are made on the computer and the approved minutes are re-printed. So this would leave one signature, the person whose signature verifies that the minutes were approved. In most cases, except for what I described in my original post it would be the same person, the secretary. And if it's not the same person would you then leave the submitter and the person who verified the corrections on the final minutes? Link to comment Share on other sites More sharing options...
Richard Brown Posted July 1, 2015 at 12:33 AM Report Share Posted July 1, 2015 at 12:33 AM No, the signature of the person who drafted the minutes is not removed when they are approved. What makes you think his or her signature would be removed? The signature of the person who wrote the minutes is part of the minutes that got approved. Link to comment Share on other sites More sharing options...
Edgar Guest Posted July 1, 2015 at 12:41 AM Report Share Posted July 1, 2015 at 12:41 AM The signature of the person who wrote the minutes is part of the minutes that got approved. Hmm. Link to comment Share on other sites More sharing options...
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