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Exec committee minutes and correspondence


Guest Will A
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Do the minutes of the Exec committee need to be available to the general membership of a group, or can they be held in confidence?

Also, can correspondence between Exec Committee members be stated as ' CONFIDENTIAL BOARD COMMUNICATION' when it deals with items that will affect the whole organization?

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RONR (11th ed.), p. 487, ll. 13-20:  "A record of the board's proceedings should be kept by the secretary, just as in any other assembly; these minutes are accessible only to the the members of the board unless the board grants permission to a member of the society to inspect them, or unless the society by a two-thirds vote (or the vote of a majority of the total membership, or a majority vote if previous notice is given) orders the board's minutes to be produced and read to the society's assembly."

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9 hours ago, Guest Will A said:

Q1.) Do the minutes of the Exec committee

(a.) need to be available to the general membership of a group, or

(b.) can they be held in confidence?

***

Q2.) Can correspondence between Exec Committee members be stated as ' CONFIDENTIAL BOARD COMMUNICATION' when it deals with items that will affect the whole organization?

A1.) The answer is #b. -- Minutes are for the eyes of the body who created those minutes.

Nonmembers of an Executive Committee, like any general member, have no right to minutes of a body to which that member does not belong.

***

A2.) Wait a minute.

Communications outside of a properly called meeting are not controlled by Robert's Rules of Order.

Robert's Rules of Order does say that deliberations and actions inside a properly-called executive session (a.k.a. "secret session" or "closed session") are to be treated as secret, and with a penalty to those who expose such data outside that body.

But Robert's Rules does not control secrecy, otherwise, outside of a meeting.

To control phone calls, letters, emails, carrier pigeons smoke signals, etc., which occur outside of a meeting, you must have already adopted a customized rule saying so.

Like, "Resolved, That Executive Committee letters and emails are not to be distributed outside of the Executive Committee" [or ". . . not to be exposed" or "... not to be compromised", whatever limit you wish imposed].

Just writing the phrase "confidential" in the footer of one's own draft of an email or letter, does not make it binding on another party (namely, the recipient), automatically.

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