Recording small amendment to large, previously distributed document

[Guest Setemu]

Sorry to bother you all with this one. I think I know the answer but need to double-check.

Situation:

A multi-page proposal was in a committee report and recommended for adoption by the assembly. This report, and the proposal within, was distributed to all members prior to the meeting. During the meeting, approximately five words were struck and six words inserted. This was the only amendment to the proposal before it was adopted.

Questions:

Given all members had a copy of the original proposal, does the entire proposal as amended need to be recorded in the minutes (the example on RONR p. 472 (Mrs. Smith's resolution) would see to point to "yes"), or can (a) the minutes just note that the recommended proposal was adopted with X struck and Y inserted and/or (b) the amended proposal be attached to the minutes (so long as it is recorded in the minutes that the proposal was amended and that the amended proposal is attached)?

What if the proposal had no amendments and was adopted? Must it be entered in the minutes in full again (given it is in the submitted written report from the committee, or can reference just be made to the proposal, for example "The proposed motion for changing the budget requirements was adopted."

[Richard Brown]

I think it is fine to say that the recommendation of the X committee, after debate and amendment, was adopted as amended and is attached hereto as exhibit A.

Keep checking back, as others  may disagree. 

Edited February 18, 2018 at 01:19 AM by Richard Brown

[Josh Martin]

22 hours ago, Guest Setemu said:

Given all members had a copy of the original proposal, does the entire proposal as amended need to be recorded in the minutes (the example on RONR p. 472 (Mrs. Smith's resolution) would see to point to "yes"), or can (a) the minutes just note that the recommended proposal was adopted with X struck and Y inserted and/or (b) the amended proposal be attached to the minutes (so long as it is recorded in the minutes that the proposal was amended and that the amended proposal is attached)?

What if the proposal had no amendments and was adopted? Must it be entered in the minutes in full again (given it is in the submitted written report from the committee, or can reference just be made to the proposal, for example "The proposed motion for changing the budget requirements was adopted."

It is fine to include lengthy motions as attachments to the minutes rather than placing pages of text smack dab in the middle of the minutes, but the minutes must, one way or another, include the full text of the motion, as amended. Merely referring to a committee report is not sufficient.

Edited February 18, 2018 at 11:08 PM by Josh Martin