Requesting a document to be added to permanent record

[Ann]

I can't find where it is discussed the process to request that a document be adde to the permanent record of a meeting.  Does it have to be done during discussion on the topic or can it be raised any time?  If a member of a board requests to add a document to the record, does it have to be voted on or is the body required to do it?

[Hieu H. Huynh]

A motion could be made and it would be voted on.

[J. J.]

It does speak to committee reports being entered in full (p. 471, ll.  13-17).  Using that example, I believe the assembly could order the text of some other document, "to be entered in the minutes."    It may be of little value in most cases, but I could see a few situations where it would be.  

[Kim Goldsworthy]

6 hours ago, Ann said:

I can't find where it is discussed the process to request that a document be added to the permanent record of a meeting.  

Does it have to be done during discussion on the topic or can it be raised any time?  

If a member of a board requests to add a document to the record, does it have to be voted on or is the body required to do it?

Ann,

You used a term in an unexpected way.

***

Q. What do you think is the difference between:

(a.) the minutes

(b.) "the permanent record of the meeting"?

***

Q. Did you intend to leave the minutes as is, and just add one document to the "permanent record"?

[Ann]

During discussion, I circulated a document to the board members.  I wanted this written document to become part of the record for the meeting.  The reason I can't call it minutes is that our official minutes for our meetings are the videotaped recordings of our meetings, not written minutes.

[Dan Honemann]

48 minutes ago, Ann said:

During discussion, I circulated a document to the board members.  I wanted this written document to become part of the record for the meeting.  The reason I can't call it minutes is that our official minutes for our meetings are the videotaped recordings of our meetings, not written minutes.

You can move to have a written document become a part of the "record of a meeting", but since the "record of a meeting" is generally understood to be the minutes, your motion won't make much sense unless you somehow make it clear what you mean.

Your rule that the videotaped recording of a meeting constitutes the official minutes of the meeting is just another terrible idea, I'm afraid.

[Richard Brown]

2 hours ago, Daniel H. Honemann said:

Your rule that the videotaped recording of a meeting constitutes the official minutes of the meeting is just another terrible idea, I'm afraid.

Boy, I concur.

When they want to know if or when a motion was adopted, do they have to sit down and watch a video of the entire meeting?  There is no written record?   Do they take the video to the bank and play it for their account officer to show him who  the new signatories are for the organization's bank account?   Jeez.   SMH.