An ammendment perhaps?

[Sarah Best]

As a member of a small 501 C 3  Board that runs a community dance monthly, we recently had a meeting to discuss banning a member of the community who harasses young women. We have received a written formal complaint, verbal complaints, plus we have our own observations. There is one member of the Board who initially voted in favor of the ban. Then recanted (don't know why) the next day with this via email: "I am no longer willing to ban B.C. outright.  If the rest of the board is going to go thru with it, please make sure to omit my name."

How do I as the Secretary proceed? I've already written the Minutes. Should I write an Addendum? How do I go about it? Any suggestions?

Thank you everyone.

 

 

[Weldon Merritt]

You write the minutes to reflect what occured at the meeting. The member's belated change of heart has no bearing on the minutes. It is too late in any event for the member to change his vote, although he is free to move at the next meeting to rescind or amend the motion that he now objects to. That assumes, of course, that nothing has yet been done to implement the motion.

[Guest Zev]

Were the minutes written so as to identify those that voted in favor and those against?  When you say that the minutes have already been written, have they also been approved in a subsequent meeting or are they yet to be approved?

[Atul Kapur]

^{I'm not sure how the answers to any of Guest Zev's questions changes the correct advice Mr Merritt gave.}

Edited March 11, 2020 at 05:14 AM by Atul Kapur

[Guest Zev]

I asked the question for the benefit of the experts and while doing so Mr. Merritt posted his answer.

[Atul Kapur]

Ah, now I understand.

[Josh Martin]

15 hours ago, Sarah Best said:

How do I as the Secretary proceed?

Do nothing. The minutes are a record of what was done (not what was said) at the meeting. What you received is something that was said, and it didn’t happen during the meeting. It doesn’t belong in the minutes.

It should be noted that, unless the vote was taken by roll call, how particular members voted should not be recorded anyway, making the issue moot. If the vote was taken by roll call, the minutes still should not be altered. The member is free to change his mind, but he can’t change history.

15 hours ago, Sarah Best said:

Should I write an Addendum? How do I go about it?

No.

Edited March 11, 2020 at 05:49 PM by Josh Martin