Minutes - Approval of

[Guest Ridgeway]

The audio tape of a meeting failed to audibly record anyone making a Motion for a Resolution to pass.  However, the item was taken up on the approved Agenda, discussion was held and a member called the question.  If personal notes of a committee member show that another member made a Motion to Approve the matter, can the Minutes show that a Motion to Approve was made?  If not, what is the remedy if the Motion on the topic is deficient?  Does the matter have to be raised again in a subsequent meeting and voted on again?  Or may the Minutes merely reflect that a Motion was, in fact, made regardless of the fact that no audible motion to approve is on the audio tape of the meeting?

[Joshua Katz]

The minutes should reflect what was done at the meeting. There is no requirement that there be an audio recording, and while the absence of a motion on the audio recording is evidence it wasn't made, if the body remembers it being made, the minutes should reflect it.

[Atul Kapur]

So, as I understand it, you had discussion ("debate") on the motion, a vote was held, and it was adopted. I agree with Mr. Katz and would also say it appears that the motion has been legitimately adopted; it does not need to be brought up again at another meeting.

[Josh Martin]

14 hours ago, Guest Ridgeway said:

If personal notes of a committee member show that another member made a Motion to Approve the matter, can the Minutes show that a Motion to Approve was made?

Sure, if the assembly believes these notes to be reliable. Even if not, it’s not a big deal.

14 hours ago, Guest Ridgeway said:

If not, what is the remedy if the Motion on the topic is deficient?  Does the matter have to be raised again in a subsequent meeting and voted on again?  Or may the Minutes merely reflect that a Motion was, in fact, made regardless of the fact that no audible motion to approve is on the audio tape of the meeting?

The minutes may reflect that a motion was, in fact, made if the assembly believes that a motion was, in fact, made. The minutes should reflect what is believed to have actually happened.

Even if the motion was never made, however, no remedy is necessary. The disposition of the motion from the meeting stands. A Point of Order must be made in a timely manner. It is far too late to complain about the fact that no motion was made.