Meeting Minutes MISSING

[Board of Director]

What happens when a meeting is held but there is no record to official minutes of the meeting anywhere? The meeting was conducted and there is an audio record and teams chat to the meeting but there is no record to official minutes of the meeting. Does the meeting’s business count to be invalid? Do all the motions need to be revoted on?

[Atul Kapur]

The secretary should use the available resources to create a draft set of minutes and the body should review them, make corrections as necessary, then approve them.

On 5/15/2024 at 11:18 AM, Board of Director said:

Does the meeting’s business count to be invalid? Do all the motions need to be revoted on?

No and No.

[Richard Brown]

The action taken is valid regardless of whether there are minutes of the meeting.  Nothing needs to be voted on again.  The secretary should still prepare the minutes ASAP, but if he or she refuses or fails to do so, a committee can be appointed to prepare proposed minutes from whatever resources are available, including their own memories and the memories of others.  The committee can actually be a committee of one person.  The minutes prepared by the committee can then be approved as the official minutes of the meeting (with or without corrections the same as if the secretary had prepared them).

[Gary Novosielski]

On 5/15/2024 at 11:18 AM, Board of Director said:

What happens when a meeting is held but there is no record to official minutes of the meeting anywhere? The meeting was conducted and there is an audio record and teams chat to the meeting but there is no record to official minutes of the meeting. Does the meeting’s business count to be invalid? Do all the motions need to be revoted on?

Any business duly conducted at the meeting is valid, and nothing needs to be revoted. 

But what needs to happen is that minutes for that meeting must be drafted and approved.  If the Secretary can't do it alone, create a committee to help. Get the minutes written up and present them to the assembly for approval at the next meeting.