JerryRig Posted February 11, 2016 at 02:24 AM Report Share Posted February 11, 2016 at 02:24 AM RONR, Page 96 states that the confidential minutes are to be read and acted upon only in executive session. Aside from the situation where a member meets with the clerk at a agreeable time to be read the minutes, can a hard copy of the minutes be presented to each member before or during the next executive session? Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted February 11, 2016 at 03:24 AM Report Share Posted February 11, 2016 at 03:24 AM Yes and no: • The release of a hard copy beyond the control of the secretary (i.e., beyond the secretary's sphere of trust and security) is not advisable, as that hard copy can escape the possession of the individual member. So, in this case, "No". • Every member of a given body has 100% access to the minutes of that body, even minutes of executive session, even outside of a properly called meeting under executive session. -- So, YES, if the hard copy is produced in such a way where a member never gets the opportunity to "lose" or "distribute" the hard copy to a non-member, then the letter and spirit of executive session is preserved. *** Example: In a board of 12 members, 12 hard copies could be distributed, read, discussed, and then all 12 copies collected (and perhaps destroyed) when the amendment/approval process is complete. -- And the secretary maintains the single official copy. *** The board, here, is free to modify its executive session status, such as "allowing each board member to keep secure his own hard copy." Executive session is imposed by the body itself on itself, so the body itself may impose as much executive-session secrecy, or open-ness, as it wishes for itself. Link to comment Share on other sites More sharing options...
JerryRig Posted February 12, 2016 at 05:37 PM Author Report Share Posted February 12, 2016 at 05:37 PM I am working with a committee. Does the fact that I am working with a committee in lieu of a board make a difference? Also, is everything that is discussed in a committee required to be confidential? If so, are committees required to be in permanent executive session? Link to comment Share on other sites More sharing options...
George Mervosh Posted February 12, 2016 at 06:15 PM Report Share Posted February 12, 2016 at 06:15 PM 36 minutes ago, JerryRig said: I am working with a committee. Does the fact that I am working with a committee in lieu of a board make a difference? Also, is everything that is discussed in a committee required to be confidential? If so, are committees required to be in permanent executive session? The answer to all 3 of your questions is, no. Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted February 12, 2016 at 06:30 PM Report Share Posted February 12, 2016 at 06:30 PM 47 minutes ago, JerryRig said: Q1. Does the fact that I am working with a committee in lieu of a board make a difference? Q2. Is everything that is discussed in a committee required to be confidential? Q3. If so, are committees required to be in permanent executive session? Since the answer to Q3 is "no" (assuming the default parliamentary rules under Robert's Rules of Order), then that status implies that Q1 and Q2 are moot. Executive session is something which is imposed, as a special case by the body, and does not exist by default. -- Yet RONR does mention the case where lodge-system organizations are in the opposite state, i.e., where all meetings are assumed to be in executive session, and the exceptions are those meetings which are explicitly lifted from the burden of executive session. Link to comment Share on other sites More sharing options...
JerryRig Posted February 12, 2016 at 06:48 PM Author Report Share Posted February 12, 2016 at 06:48 PM Thank you for your help. Link to comment Share on other sites More sharing options...
Thomas Ralph Posted February 12, 2016 at 08:43 PM Report Share Posted February 12, 2016 at 08:43 PM 3 hours ago, JerryRig said: I am working with a committee. Does the fact that I am working with a committee in lieu of a board make a difference? Also, is everything that is discussed in a committee required to be confidential? If so, are committees required to be in permanent executive session? Committees don't habitually take minutes, confidential or otherwise. Link to comment Share on other sites More sharing options...
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