Interpreting RR

[Guest Bill]

Hello, The following was cited from Roberts Rules by a member of our association. "Since minutes are public documents that members may ask to review, be clear on what to exclude. Avoid direct quotations; even without a name, the speaker may be identifiable. Don’t report details of discussions, especially who said what". Until now our minutes have been a live accounting of what took place including what was said and who said it. Our secretary has taken minutes for corporations and town committee meetings and states she's never seen nor heard this before. Can you please clarify? Thanks.

[J. J.]

In general minutes should show what is done, not what is said by the members ; they should generally not include debate.  See 48:2 ff. or a detailed description.

[Guest Bill]

What if a member accuses the treasurer of a deceptive act? In that case should the names of the parties be mentioned?

[Dan Honemann]

On 6/4/2024 at 5:09 AM, Guest Bill said:

Hello, The following was cited from Roberts Rules by a member of our association. "Since minutes are public documents that members may ask to review, be clear on what to exclude. Avoid direct quotations; even without a name, the speaker may be identifiable. Don’t report details of discussions, especially who said what". Until now our minutes have been a live accounting of what took place including what was said and who said it. Our secretary has taken minutes for corporations and town committee meetings and states she's never seen nor heard this before. Can you please clarify? Thanks.

To the best of my knowledge, what you say was "cited from Robert's Rules" appears nowhere in any of the twelve editions of Robert's Rules of Order.

[Gary Novosielski]

On 6/4/2024 at 5:09 AM, Guest Bill said:

Hello, The following was cited from Roberts Rules by a member of our association. "Since minutes are public documents that members may ask to review, be clear on what to exclude. Avoid direct quotations; even without a name, the speaker may be identifiable. Don’t report details of discussions, especially who said what". Until now our minutes have been a live accounting of what took place including what was said and who said it. Our secretary has taken minutes for corporations and town committee meetings and states she's never seen nor heard this before. Can you please clarify? Thanks.

The quoted material above is certainly not quoted directly from RONR, but the substance of it is largely correct.  Discussion, other than the simple fact that it occurred, does not belong in the minutes.  

As for a member accusing another of deceit, this is a serious breach of decorum, and the member should be called to order.  If that doesn't work, refer to RONR (12th ed.) 61:12:

61:12 “Naming” an offender. In cases of obstinate or grave breach of order by a member, the chair can, after repeated warnings, “name” the offender, which amounts to preferring charges and should be resorted to only in extreme circumstances. Before taking such action, when it begins to appear that it may become necessary, the chair directs the secretary to take down objectionable or disorderly words used by the member. This direction by the chair, and the words taken down pursuant to it, are entered in the minutes only if the chair finds it necessary to name the offender.

[Guest Catherine]

during a vote, a heated discussion about bylaws occurred which resulted in the president leaving the meeting. A motion had been made to postpone vote until bylaw issues could be answered and resolved before the president left. The vice president then continued with the motion and closed the meeting. How would one go about recording this in the minutes? do i mention the President left meeting? 

[Gary Novosielski]

During a vote, nothing may interrupt.

[Joshua Katz]

Nothing may interrupt, but something can interrupt, and did here. The minutes should reflect what happened, not what should have happened, but also not what was said. I would not say the president left the meeting, as that is not business. I'd say that during the vote, a motion was made (and adopted?) to postpone, and I'd say the vp assumed the chair. 

[Richard Brown]

On 6/8/2024 at 10:43 PM, Guest Catherine said:

during a vote, a heated discussion about bylaws occurred which resulted in the president leaving the meeting. A motion had been made to postpone vote until bylaw issues could be answered and resolved before the president left. The vice president then continued with the motion and closed the meeting. How would one go about recording this in the minutes? do i mention the President left meeting? 

Guest Catherine, are you talking about the same meeting as Guest Bill? If not, please ask your question by starting a new topic.