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Release board documents to non board member


charity chief
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Our treasurer resigned after a contentious couple of years. He alleges gross misconduct on the part of the previous treasurer and he has spent the last 2 years trying to find missing information, where the previous treasurer signed to say on opening a CD that he had board approval and resolution in the minutes to move a large sum solely on his signature , the minutes say nothing about it, in fact it was not even discussed, letters from financial institutions not forwarded etc. The previous treasurer of course contests all of this.

When the current treasurer resigned his resignation his letter, which was read out to the board, and a few members who turned up as well, it contained all the accusations, which are currently being investigated by the new treasurer. The person who is being accused was also in the meeting , which was an electronic meeting, so he heard the whole thing. He is demanding a copy of the resignation letter now. Do we have to give him a copy or tell him he has to wait for the minutes? He has also demanded that the resignation letter not be contained in full in the minutes, he wants just " resignation was read and accepted" in the minutes.

This individual is trying to split our society and knows that if this gets out to the general membership his copybook will be blotted. But what is the correct thing to do Please.

 

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20 minutes ago, charity chief said:

 

When the current treasurer resigned his resignation his letter, which was read out to the board, and a few members who turned up as well, it contained all the accusations, which are currently being investigated by the new treasurer. The person who is being accused was also in the meeting , which was an electronic meeting, so he heard the whole thing. He is demanding a copy of the resignation letter now. Do we have to give him a copy or tell him he has to wait for the minutes? He has also demanded that the resignation letter not be contained in full in the minutes, he wants just " resignation was read and accepted" in the minutes.

This individual is trying to split our society and knows that if this gets out to the general membership his copybook will be blotted. But what is the correct thing to do Please.

 

The resigning treasurer needed permission to read the letter; it should have been objected to at that point.  Also, the language was improper to use in speaking.  Unless the board orders the text of the letter to be entered into the minutes, the text should be, at most, "[Name] submitted his resignation as Treasurer, which was accepted."

Finally, the Board can order a copy be made for the member requesting the letter, but the requester has no right to have a copy.  A meeting of the general membership could order a copy be made by a 2/3 vote, a vote of the majority of the entire membership, or by a majority vote  with notice. 

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