Guest SKH Posted December 22, 2023 at 05:13 AM Report Share Posted December 22, 2023 at 05:13 AM Can a single board member request a document be be formally included in the permanent record without a vote of the full board to accept? Quote Link to comment Share on other sites More sharing options...
J. J. Posted December 22, 2023 at 05:47 AM Report Share Posted December 22, 2023 at 05:47 AM Sure, he can request it; that does not mean the request will be granted. Is the permanent record the minutes? Quote Link to comment Share on other sites More sharing options...
Josh Martin Posted December 22, 2023 at 12:46 PM Report Share Posted December 22, 2023 at 12:46 PM (edited) On 12/21/2023 at 11:13 PM, Guest SKH said: Can a single board member request a document be be formally included in the permanent record without a vote of the full board to accept? I'm not entirely clear on what "record" you are referring to. Congress, for example, has a practice of reading items "into the record," which refers to the Congressional Record. State legislatures have similar practices. Ordinary societies generally do not have a "record" of that nature. The only record of the proceedings in most assemblies is the minutes, although some assemblies may have separate, more detailed records of the proceedings. If the question is whether and how such a document may be entered in the minutes, the member may make such a request, but the board will determine whether to grant the request, by majority vote. Generally, I would suggest that such a request should be refused. The minutes are a record of what was done, not what was said, let alone what wasn't said. "In an ordinary society, the minutes should contain mainly a record of what was done at the meeting, not what was said by the members." RONR (12th ed.) 48:2 "To modify the rules governing what is regularly to be included in the minutes requires adoption of a special rule of order, although a majority vote may direct the inclusion of specific additional information in the minutes of a particular meeting." RONR (12th ed.) 48:3 If the organization does have some other separate "record" from the minutes, you will have to refer to the organization's own rules governing what such a record is to contain, and how items are added to it. Edited December 22, 2023 at 12:46 PM by Josh Martin Quote Link to comment Share on other sites More sharing options...
Rob Elsman Posted December 22, 2023 at 04:10 PM Report Share Posted December 22, 2023 at 04:10 PM Another interpretation of the original post is that the board is instructing the archivist to take custody of a document and classify it for permanent retention. In some instances, I can see where a unanimous consent request is appropriate. Quote Link to comment Share on other sites More sharing options...
Guest SKH Posted December 22, 2023 at 05:25 PM Report Share Posted December 22, 2023 at 05:25 PM Thank you all! Quote Link to comment Share on other sites More sharing options...
Recommended Posts