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Aidan

Emergency Board Meeting minutes

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Our club held an emergency board meeting to deal with a disciplinary issue of one of our members.  We ended up going into an executive session.  The secretary has sent out, to the board via email, the minutes of both meetings.  One for the emergency meeting and one when we were in executive session. 

I have a couple of questions regarding the wording for these minutes.  

Should names of those who spoke to give evidence of the members actions whose behavior was being discussed, be listed in the emergency meeting minutes?  And should the name of the person being disciplined be named? No names are mentioned in the executive session minutes.   

And second, are the Board of Directors required to make public the minutes for those meetings?  Are there special issues related to these types of meeting minutes that we should be aware of before we approve them?

Thanks you for your help.

Aidan

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6 minutes ago, Aidan said:

Should names of those who spoke to give evidence of the members actions whose behavior was being discussed, be listed in the emergency meeting minutes?

No, because the minutes should record what was done, not what was said. Discussion should not appear in the minutes. 

 

7 minutes ago, Aidan said:

And should the name of the person being disciplined be named?

Assuming the motions named people, yes, because the minutes should record the exact language of the motions made at the meeting. 

 

8 minutes ago, Aidan said:

Our club held an emergency board meeting to deal with a disciplinary issue of one of our members. 

Do your bylaws empower the board to conduct discipline? 

8 minutes ago, Aidan said:

And second, are the Board of Directors required to make public the minutes for those meetings? 

No, there is no RONR requirement to make any minutes public, except that the membership can require the board to produce its minutes. That is, of course, unless your rules or an applicable law say otherwise. 

 

9 minutes ago, Aidan said:

Are there special issues related to these types of meeting minutes that we should be aware of before we approve them?

Yes, the minutes of executive session should be approved in executive session. The minutes of that executive session, which will be short since all that will happen will be approving the minutes, can be approved within the same executive session so as to avoid an infinite regress. 

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Final question:  Do your bylaws authorize the Board to even call "emergency meetings", which sound just like what RONR calls "Special Meetings" and MUST be authorized to be proper.

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1 hour ago, jstackpo said:

Final question:  Do your bylaws authorize the Board to even call "emergency meetings", which sound just like what RONR calls "Special Meetings" and MUST be authorized to be proper.

Since Aidan notes the board has the authority to conduct discipline, perhaps the footnote on p. 661 applies, but it's hard to tell from the facts if a trial was held.

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