Including reports in meeting minutes

[BarryA]

A board of directors had a meeting where no quorum was present.  One director was excused, but submitted a report.  The meeting was held and minutes were published that indicated there was no quorum, but that there was discussion and reports were submitted.  The minutes did not include the text of the reports nor anything about their contents. Under Roberts Rules, what can be done now to get those reports available to the membership? Are meeting minutes supposed to include reports? 

[Hieu H. Huynh]

44 minutes ago, BarryA said:

Are meeting minutes supposed to include reports?

Generally no.

[Hieu H. Huynh]

58 minutes ago, BarryA said:

Under Roberts Rules, what can be done now to get those reports available to the membership?

The membership could adopt a motion to have those reports available to the membership.

[BarryA]

On 1/25/2017 at 7:03 PM, Hieu H. Huynh said:

Generally no.

Thank you Hieu for you reply.  If a report is received during a board meeting, and the board meeting is required to be open to the entire membership, except for closed sessions, should the received report also be required to be available to the membership along with the minutes? perhaps as an attachment? Is there part of Roberts Rules that would support making the received report available to the membership in this situation?

[Richard Brown]

Unless the bylaws provide otherwise, the society can make anything available to the general membership, and even the public, that it wants to. You should be able to do this with a standing rule or on a case by case basis 

 

[Kim Goldsworthy]

On 1/25/2017 at 3:18 PM, BarryA said:

A board of directors had a meeting where no quorum was present. 

The minutes did not include the text of the reports nor anything about their contents.

Under Roberts Rules, what can be done now to get those reports available to the membership?

Are meeting minutes supposed to include reports? 

>> . . . no quorum was present. 

Since no quorum was present in your board meeting, then whatever reports were submitted in writing have not yet been officially presented.

The strict by-the-book solution is: To have the reports officially submitted in the next meeting, i.e., a meeting where a quorum is present.

You would want your minutes to act as a proper paper trail. If past minutes showed a report was due, then a future-dated set of minutes ought to reflect the fact that the report was indeed presented.

A qurorum-less meeting implies that the board was not proper constituted, and could not receive any reports officially. -- So, the solution is, "make it official".