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Correcting Minutes


Guest Capricious1

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A Board Member gave the Secretary a list of spelling and punctuation corrections for the minutes. With in the list was also a correction to an assignment that was given to another Board Member by the Chairman. The minutes reflected that assignment, and I quote: “Booth for the xxxx Fair:

Booth is free. LeRoy will contact the people from the fairgrounds.”

The suggested correction was “There has been no charge in the past for the booth. We should write a letter requesting the fee be waived again for the 2010 Fair”. The correction negated the fact that the Chairman had requested a member take action and that the member accepted the assignment.

In going over the minutes after the meeting, the secretary noticed that the list of spelling and grammar corrections also contained changing the language of a part of the minutes. She also realized that the list of corrections had only been given to her, no copies were presented to the other members. Although there had been conversation about the spelling and grammar corrections, nothing was mentioned with regards to changing the language. The board approved the changes based on the discussion of the spelling and grammar.

Presently, the minutes have not been corrected from the first draft. Do we put in the spelling and grammar changes and leave the original and leave the original language or change everything and motion to amend them immediately? Do we amend at the next meeting?

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A Board Member gave the Secretary a list of spelling and punctuation corrections for the minutes. With in the list was also a correction to an assignment that was given to another Board Member by the Chairman. The minutes reflected that assignment, and I quote: “Booth for the xxxx Fair:

Booth is free. LeRoy will contact the people from the fairgrounds.”

The suggested correction was “There has been no charge in the past for the booth. We should write a letter requesting the fee be waived again for the 2010 Fair”. The correction negated the fact that the Chairman had requested a member take action and that the member accepted the assignment.

In going over the minutes after the meeting, the secretary noticed that the list of spelling and grammar corrections also contained changing the language of a part of the minutes. She also realized that the list of corrections had only been given to her, no copies were presented to the other members. Although there had been conversation about the spelling and grammar corrections, nothing was mentioned with regards to changing the language. The board approved the changes based on the discussion of the spelling and grammar.

Presently, the minutes have not been corrected from the first draft. Do we put in the spelling and grammar changes and leave the original and leave the original language or change everything and motion to amend them immediately? Do we amend at the next meeting?

What exactly did the board accept as corrections -- the letter or the spelling/grammar problems? Using Amend Something Previously Adopted, the board can correct the adopted minutes to what they should read.

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A Board Member gave the Secretary a list of...

Capricious1,

The secretary should make a draft of the minutes, detailing what was DONE, not what was SAID. See RONR(10th ed.) p. 451-456.

The minutes should be corrected (if necessary) and approved, by the board, in a meeting, not by a piece of paper slipped to the secretary.

The chairman has no authority to give assignments, and the practice, as you described it, seems very unofficial. It's best to make a motion and put it to a vote; this way the motion goes right into the minutes with no ambiguity. Informal conversation during a meeting is subject to misinterpretation.

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Capricious1,

The secretary should make a draft of the minutes, detailing what was DONE, not what was SAID. See RONR(10th ed.) p. 451-456.

The minutes should be corrected (if necessary) and approved, by the board, in a meeting, not by a piece of paper slipped to the secretary.

The chairman has no authority to give assignments, and the practice, as you described it, seems very unofficial. It's best to make a motion and put it to a vote; this way the motion goes right into the minutes with no ambiguity. Informal conversation during a meeting is subject to misinterpretation.

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