Guest Juanita Posted February 8, 2024 at 07:28 PM Report Share Posted February 8, 2024 at 07:28 PM Sometimes we have members who arrive late, halfway through, just before an adjournment, etc. How should that be handled in the minutes. We usually list each person in attendance at as the first paragraph of the minutes and add if this constitutes a quorum or not. This happens at board meetings as well as in committees. Should we not list that person in the first paragraph and insert in the minutes the person's name and time of entrance to meeting? How should we handle? Thank you for your assistance. Quote Link to comment Share on other sites More sharing options...
Guest Anon Posted February 8, 2024 at 07:38 PM Report Share Posted February 8, 2024 at 07:38 PM You do not need to list attendance in the minutes at all. The assembly may direct the secretary to include it, and in that case they should also direct him how to handle this issue. Quote Link to comment Share on other sites More sharing options...
Gary Novosielski Posted February 8, 2024 at 08:26 PM Report Share Posted February 8, 2024 at 08:26 PM On 2/8/2024 at 2:28 PM, Guest Juanita said: Sometimes we have members who arrive late, halfway through, just before an adjournment, etc. How should that be handled in the minutes. We usually list each person in attendance at as the first paragraph of the minutes and add if this constitutes a quorum or not. This happens at board meetings as well as in committees. Should we not list that person in the first paragraph and insert in the minutes the person's name and time of entrance to meeting? How should we handle? Thank you for your assistance. If the rules in RONR apply, you don't. Attendance is not recorded in the minutes, other than to state whether a quorum is or is not present. Do your bylaws contain some attendance rules that you believe need to be documented in the minutes? Quote Link to comment Share on other sites More sharing options...
Michael Seebeck Posted February 14, 2024 at 11:19 PM Report Share Posted February 14, 2024 at 11:19 PM It's not required, but it is a good idea, especially if the minutes reflect roll-call votes whose numbers vary above a quorum. When in doubt, be transparent and inclusive about it, not because of requirement, but because of good practice. Quote Link to comment Share on other sites More sharing options...
rulesasker Posted February 15, 2024 at 01:00 AM Report Share Posted February 15, 2024 at 01:00 AM On 2/14/2024 at 5:19 PM, Michael Seebeck said: roll-call votes The minutes do need to include the names of those responding to a roll call vote. On 2/14/2024 at 5:19 PM, Michael Seebeck said: not because of requirement, but because of good practice That’s fine, but the society should adopt a standing rule if they want this information in the minutes. Otherwise they have to deal with the issues the op is asking about. For example, they could adopt a rule that the secretary will note whenever a member leaves or returns. Such a rule is only appropriate for certain (smaller) societies, and even there might not be appropriate, so RONR doesn’t specify it. Quote Link to comment Share on other sites More sharing options...
Josh Martin Posted February 15, 2024 at 04:45 PM Report Share Posted February 15, 2024 at 04:45 PM On 2/14/2024 at 7:00 PM, rulesasker said: That’s fine, but the society should adopt a standing rule if they want this information in the minutes. A rule concerning the contents of the minutes is a special rule of order. Quote Link to comment Share on other sites More sharing options...
Rob Elsman Posted February 15, 2024 at 05:24 PM Report Share Posted February 15, 2024 at 05:24 PM If, for some unusually compelling reason, it is necessary to log members in and out of the meeting room, a registrar should be stationed near the meeting room's entrance to keep a register of these comings and goings. The secretary has plenty to do if carrying out the regular duties without having to keep an eye on the movements in the room. Quote Link to comment Share on other sites More sharing options...
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