Guest Marcy Posted January 14, 2018 at 04:41 AM Report Share Posted January 14, 2018 at 04:41 AM In the absence of the secretary in executive session (as she is an employee and a non-voting member of the board), can the president take his own minutes or should he appoint someone else to do so? Also, shouldn't the minutes be adopted at the next executive meeting, especially if it is on the same topic? Quote Link to comment Share on other sites More sharing options...
Joshua Katz Posted January 14, 2018 at 04:47 AM Report Share Posted January 14, 2018 at 04:47 AM The body should elect a secretary pro tem. You have used two different terms here - executive session and executive meeting. I will assume you mean executive session in both cases. The minutes of an executive session can be adopted at the conclusion of the session, if they are prepared. Otherwise, they can be adopted at a later executive session. That generally means holding an executive session at your next meeting solely for that purpose - the minutes of that session, then, can easily be adopted at the same session as well, since they will be very short and contain only the adoption of the previous minutes. Quote Link to comment Share on other sites More sharing options...
Guest marcy Posted January 14, 2018 at 05:01 AM Report Share Posted January 14, 2018 at 05:01 AM sorry, yes, executive session. the president said he was taking his own minutes and the we never see them. they do need to be available and adopted, correct? Quote Link to comment Share on other sites More sharing options...
Joshua Katz Posted January 14, 2018 at 05:04 AM Report Share Posted January 14, 2018 at 05:04 AM Minutes need to be available to members of the body that was meeting (and not to others). And yes, minutes need to be adopted. There is nothing preventing the chair from having his own notes, so long as they are kept secret from those not in attendance, but that does not eliminate the requirement for minutes. Quote Link to comment Share on other sites More sharing options...
Richard Brown Posted January 14, 2018 at 05:07 AM Report Share Posted January 14, 2018 at 05:07 AM I believe RONR prefers the term "approvimg the minutes" rather than "adopting" (or "accepting) the minutes. In fact, it speaks EXCLUSIVELY (and repeatedly) of "approving" the minutes. You won't find any other term I'm the book for approving the minutes. Quote Link to comment Share on other sites More sharing options...
Guest Marcy Posted January 14, 2018 at 11:39 AM Report Share Posted January 14, 2018 at 11:39 AM Thank you Gentlemen! Quote Link to comment Share on other sites More sharing options...
Bruce Lages Posted January 14, 2018 at 05:16 PM Report Share Posted January 14, 2018 at 05:16 PM (edited) Guest Marcy - please be aware that the board can invite the secretary to attend any or all of its executive session and to take minutes - unless it would be inappropriate for the secretary to be present because of the business to be considered. Edited January 14, 2018 at 05:17 PM by Bruce Lages Quote Link to comment Share on other sites More sharing options...
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