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circulating minutes of AGM's and other meetings

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After being a minute-taker for various organizations for many years, I've been working as volunteer secretary for the past four years for a NPO society in Canada.  After the AGM's, I always prepare and circulate minutes with attachments (financial reports, president's and director's reports).  Admittedly, this makes the document lengthy--sometimes 20 pages or so, depending upon the number of reports, although the minutes themselves are usually only three or four pages.  Recently, I've been told that this is incorrect and that AGM minutes (1) should not include any documents and (2) should not be circulated to members because the minutes are read out at the next AGM (obviously at least a year later).  I say this makes no sense because the membership will not be the same each AGM, and members, not all of whom attend the AGM, are entitled to know the business as soon as possible after the meeting.  I've searched Google in general and RONR in particular, but can find no definitive answer.  I'd appreciate any comments and suggestions.  Thank you.

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I agree with Mr. Elsman, and as to your second numbered point, if they are being read aloud as part of the process of approving them, this should not be the case.  The assembly should authorize the society's board (if there is one) or a committee to approve the minutes of the AGM promptly rather than waiting a year to do so.  See RONR (11th ed.), pp. 474-475 for full details.

Edited by George Mervosh

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2 minutes ago, Rob Elsman said:

Long-term inmates of this forum can always tell when the Steelers won by the amount of typing Mr. Mervosh is willing to do.

I'm close to exceeding my word count for this quarterly time interval.  :)

Edited by George Mervosh

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