Voting on Reports

[Guest Dr. Matt Hogendobler]

It is not the job of the Secretary to summarize discussions or reports; therefore, is it not a requirement that reports delivered by officers, directors or committee chairmen be made in writing? Do the reports have to be approved by the body in order to be considered accepted and/or attached to the Minutes. I have been told that if it is not in writing, "it didn't happen." Also, if voting to approve reports by a body is not required, what is to keep as director or officer from writing anything they wish (ie. the President picks his nose during meeting") into his or her report?

[Weldon Merritt]

“All committee reports should in general be submitted in writing, except as noted (for particular types of brief reports in a small assembly) on pages 508-10. In the case of such exceptions, a report can be given orally only if it is brief enough that the secretary can record its complete substance in the minutes on hearing it given - which he must do if no written copy is submitted for file.” RONR, p. 493, ll. 29-35.

“If the report contains only an account of work done or a statement of fact or opinion for the assembly's information, it should generally be in writing, and always so if there is any possibility of its adoption by the assembly. Apart from filing such a report, however, no action on it is necessary and usually none should be taken.” RONR, p. 507, ll. 24-29.

[Guest Dr. Matt Hogendobler]

Thank you very much Weldon!

[Josh Martin]

Do the reports have to be approved by the body in order to be considered accepted and/or attached to the Minutes.

Written reports are not "attached to the minutes." And reports which are for information only do not need to be approved (and should not be, as this would imply that the assembly agreed with everything in the report).

Also, if voting to approve reports by a body is not required, what is to keep as director or officer from writing anything they wish (ie. the President picks his nose during meeting") into his or her report?

The desire to retain one's position should convince officers to refrain from writing anything excessively stupid in their reports.