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Minutes - corrections


Guest Neil
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A question about submitting a correction to minutes of a meeting distributed before the next meeting.

A member submitted a correction in writing to the secretary after the member received the minutes. That member can not attend the next meeting when the minutes will be reviewed. Should the member's correction be included in corrections to the minutes at that next meeting? This just happened and one member challenged it saying corrections to the minutes can't be done "by proxy."

(Page 355, lines 8-11 in the 11th edition come close to addressing this but refer to a slightly different situation.)

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I think the first question is whether the proposed correction is in fact correct; that is, does it make the minutes more accurately reflect what was done at the meeting? If so, I don't see any problem with making the correction by unanimous consent, which is how corrections to minutes are normally handled.

If, on the other hand, as RONR states on pg. 354, ll. 30-33, there is any objection to the correction, then the "usual rules governing consideration of amendments" apply, which would be that when someone submits something for consideration at a meeting, it must still be "moved" by a member who is present in order to be considered. If no one moves its adoption (and if appropriate, seconds it), then it falls to the floor. If it is before the body by virtue of a member's motion, it may be debated and voted on.  

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Before they are presented for possible correction and approval at a meeting, the draft minutes are under the control of the secretary. Whether the member's submitted correction is incorporated into the draft minutes is entirely up to the secretary's discretion. If the correction is not included, any member can offer the same correction at the meeting, and the membership, by either unanimous consent or a majority vote if necessary, will decide whether to incorporate it into the minutes before approval.

Note also that the minutes can also be amended after approval using the motion to amend something previously adopted.

You could say that corrections to the minutes can't necessarily be 'done' by proxy, but they can certainly be 'offered' by proxy.

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