Official VS Unofficial Meeting and Minutes

[LShelton]

We have an association Board 501c(6) that historically has had quarterly Board meetings. The new Board elected to have monthly meetings, but only the quarterly meetings are meetings were votes and actions can be taken. The others are what they are calling "discussion meetings" and attendance is not required. They were scheduled for a year out (2nd F of each Month with no agenda for the meeting). Sometimes there is a quorum at the "discussion meetings", but even then no items are moved to a vote, decisions made, etc. since the required agenda wasn't sent out the required 7 days prior). QUESTION - Do we have to take full minutes of those discussion meetings since they are scheduled and on the calendar OR can we simply take minutes that have the date/time, who was present, and a statement such as "This was an unofficial discussion amongst available Board members with no actions taken." OR Do we forgo minutes altogether. Thanks.

[Rob Elsman]

The quarterly meetings are apparently the business meetings, and the other, monthly meetings are just gossip get-togethers over a few beers and buffalo wings at the local watering-hole.

[Josh Martin]

11 hours ago, LShelton said:

We have an association Board 501c(6) that historically has had quarterly Board meetings. The new Board elected to have monthly meetings, but only the quarterly meetings are meetings were votes and actions can be taken. The others are what they are calling "discussion meetings" and attendance is not required. They were scheduled for a year out (2nd F of each Month with no agenda for the meeting). Sometimes there is a quorum at the "discussion meetings", but even then no items are moved to a vote, decisions made, etc. since the required agenda wasn't sent out the required 7 days prior). QUESTION - Do we have to take full minutes of those discussion meetings since they are scheduled and on the calendar OR can we simply take minutes that have the date/time, who was present, and a statement such as "This was an unofficial discussion amongst available Board members with no actions taken." OR Do we forgo minutes altogether. Thanks.

If “only the quarterly meetings are meetings where votes and actions can be taken,” then only the quarterly meetings are meetings in the parliamentary sense. As a result, no minutes should be taken for the “discussion meetings.”

[LShelton]

Thank you both - I was hoping that was the answer.