mjhmjh Posted March 17, 2017 at 01:06 PM Report Share Posted March 17, 2017 at 01:06 PM Our second organizational meeting is just a few days away, but sadly our secretary has completely stopped replying to all of our attempts to contact him. As such, no one can retrieve the minutes of the first organizational meeting to approve at the second. Can we skip approving the minutes and just approve them at the meeting following the second organizational meeting? Quote Link to comment Share on other sites More sharing options...
Tom Coronite Posted March 17, 2017 at 01:20 PM Report Share Posted March 17, 2017 at 01:20 PM What if you don't have them then? It will be harder to recall what was done at the previous meeting as more time elapses. Perhaps it would be better for someone other than the mia secretary to offer a draft at the meeting in a few days. Quote Link to comment Share on other sites More sharing options...
mjhmjh Posted March 17, 2017 at 01:27 PM Author Report Share Posted March 17, 2017 at 01:27 PM 7 minutes ago, Tom Coronite said: What if you don't have them then? It will be harder to recall what was done at the previous meeting as more time elapses. Perhaps it would be better for someone other than the mia secretary to offer a draft at the meeting in a few days. Good point. I think I'll do that. Quote Link to comment Share on other sites More sharing options...
George Mervosh Posted March 17, 2017 at 01:44 PM Report Share Posted March 17, 2017 at 01:44 PM If he doesn't show up at the next meeting, the assembly can elect a Secretary pro-tem to take minutes. That will but a band aid on the problem for now. Quote Link to comment Share on other sites More sharing options...
mjhmjh Posted March 17, 2017 at 02:10 PM Author Report Share Posted March 17, 2017 at 02:10 PM 25 minutes ago, George Mervosh said: If he doesn't show up at the next meeting, the assembly can elect a Secretary pro-tem to take minutes. That will but a band aid on the problem for now. He is the secretary pro tem. We haven't passed bylaws yet. Could we elect another secretary pro tem? Quote Link to comment Share on other sites More sharing options...
Richard Brown Posted March 17, 2017 at 02:14 PM Report Share Posted March 17, 2017 at 02:14 PM (edited) If the regular minutes from a meeting are not available, any member (or group of members) can re-construct the minutes from memory as best they can and those minutes can be approved (or approved after corrections). The secretary isn't the only one who can submit draft minutes. Any member can do so. Approving those particular minutes obviously might have to wait until a future meeting. You approve what you have. You can't approve what you don't have. Edited to add: Can you elect a "new" secretary pro tem? Sure. And you should. RONR says on page 557 that the temporary officers elected at the first organizational meeting serve until the election of permanent officers. However, if the temporary secretary has abandoned his duties, it seems you can elect a new secretary pro tem either for the current meeting or perhaps to serve until permanent officers are elected. At a minimum, you can certainly elect a secretary pro tem to serve at the meeting where the first secretary or any subsequently elected secretary is absent. You can elect a secretary pro tem to serve at ANY meeting at which the regular secretary is absent. Edited March 17, 2017 at 02:23 PM by Richard Brown Added last paragraph Quote Link to comment Share on other sites More sharing options...
Joshua Katz Posted March 17, 2017 at 02:44 PM Report Share Posted March 17, 2017 at 02:44 PM What makes you suspect he won't be at the meeting to present them? Quote Link to comment Share on other sites More sharing options...
mjhmjh Posted March 17, 2017 at 08:00 PM Author Report Share Posted March 17, 2017 at 08:00 PM 5 hours ago, Joshua Katz said: What makes you suspect he won't be at the meeting to present them? We decided in the first org meeting to meet again at the call of the chair pro tem. I'm the chair pro tem and he hasn't replied to any of my calls. Quote Link to comment Share on other sites More sharing options...
Joshua Katz Posted March 17, 2017 at 08:34 PM Report Share Posted March 17, 2017 at 08:34 PM Maybe he listened to the voicemail, said "Oh, right," made a note of the date and time, and left it at that. Quote Link to comment Share on other sites More sharing options...
mjhmjh Posted March 18, 2017 at 02:38 PM Author Report Share Posted March 18, 2017 at 02:38 PM 18 hours ago, Joshua Katz said: Maybe he listened to the voicemail, said "Oh, right," made a note of the date and time, and left it at that. I suppose I'll find out Quote Link to comment Share on other sites More sharing options...
Rev Ed Posted March 18, 2017 at 07:27 PM Report Share Posted March 18, 2017 at 07:27 PM If you have his e-mail address try e-mailing him with the subject written as follows: "IMPORTANT: Next Meeting of the _________ (enter name of organization)" and then in the body of the e-mail include the following statement in capital letters: "PLEASE RESPOND TO THIS E-MAIL WITHIN 48 HOURS TO CONFIRM YOUR ATTENDANCE." If no response is forthcoming, then I would doubt he will attend the meeting. However, to be safe, draw up a draft set of Minutes yourself based on what you remember from the meeting (as the Chairman you should hopefully have some notes yourself.) Then ask others for their input and then present a hard copy at the next meeting for approval. Better to have some sort of official Minutes then none at all. If the Secretary shows up with a draft copy of Minutes, good. At least everyone else has learned the value of keeping their own notes just in case. I do, even when not the Secretary. It makes sure I remember what is going on. And how do I know someone else's draft Minutes are accurate if I don't remember what happened at the meeting? Quote Link to comment Share on other sites More sharing options...
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