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Approving Draft of Minutes


MaryanneM
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I'm looking for some clarification- Our secretary sends the board a draft of the minutes following each meeting.  He asks for any comments or changes.  Then he puts them on our organization's website as a draft.  The minutes are approved at the next meeting (four weeks later).  The thought process behind posting the draft is to share time-sensitive information.

At our last meeting, the secretary attached the budget to the draft minutes.  There was discussion about pulling the budget, but in the meantime, everyone agreed that the minutes were ready to go.  The secretary attached the budget to the draft minutes on the website.  He said that since the board approved the draft minutes, that automatically meant the budget was approved to be posted as well.  No   Currently, the board voted majority to remove the budget, but the secretary says this is in violation of RR.  He says we can't make a motion to remove the budget from the draft until it's voted on at the next meeting.

 

Can someone please clarify the right way to proceed?  Thanks in advance.

 

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Unapproved minutes are simply the secretary's notes.  In my opinion, it is not a good practice to make them public.  Budgets are generally not part of minutes, but if there is a motion to "adopt the following budget" then the budget would appear as part of that motion.  If your board has rules permitting motions to be made outside of meetings, there is nothing in RONR to suggest that a motion to remove a file, such as a budget, from your website, is out of order.  

If the secretary claims that it is somehow a violation of RONR to not post a budget on a website, ask him for the page citation that supports that claim.

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On 4/25/2018 at 9:32 PM, MaryanneM said:

I'm looking for some clarification- Our secretary sends the board a draft of the minutes following each meeting.  He asks for any comments or changes.  Then he puts them on our organization's website as a draft.  The minutes are approved at the next meeting (four weeks later).  The thought process behind posting the draft is to share time-sensitive information.

At our last meeting, the secretary attached the budget to the draft minutes.  There was discussion about pulling the budget, but in the meantime, everyone agreed that the minutes were ready to go.  The secretary attached the budget to the draft minutes on the website.  He said that since the board approved the draft minutes, that automatically meant the budget was approved to be posted as well.  No   Currently, the board voted majority to remove the budget, but the secretary says this is in violation of RR.  He says we can't make a motion to remove the budget from the draft until it's voted on at the next meeting.

 

Can someone please clarify the right way to proceed?  Thanks in advance.

 

If I understand what happened, attaching he budget (or anything else) to the minutes does not make it part of the minutes.  The minutes are a record of what happened at the last meeting.  If the budget was moved, discussed, approved at the last meeting, it would automatically be in there.  If it was attached to the draft minutes, that's a convenience for members, but the minutes approval is one thing, and approval of the budget is something very different, and would require separate handling.

The secretary is incorrect, and he will be unable to support that point of view with anything in RONR.  

The way to proceed is for someone to move approval of the  budget at the next meeting, and move on from there.

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  • 2 weeks later...

Thanks for the replies and clarification.  The secretary ended up convincing the board that he was right and to wait until the next meeting to remove the budget from the website.  I see now that was incorrect.

The secretary believes RONR says all of the PTO schools should post their budget (in his words on the web for transparency) and would like to amend the bylaws.  My reading is that the treasurer needs to maintain an updated file available for review (for example, by request from a parent).

Any advice on how to process would be appreciated.

 

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30 minutes ago, MaryanneM said:

The secretary believes RONR says all of the PTO schools should post their budget (in his words on the web for transparency) and would like to amend the bylaws. 

Your organization is free to amend your bylaws to require that type of 'transparency.' As far as RONR requiring it, two things. First, if RONR did require it, you wouldn't need to amend your bylaws, so the secretary's claim is contradictory. Second, ask the secretary where in RONR it says anything about PTOs posting their budgets on the internet.

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