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Recording Secretary


Guest Karen

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When our recording secretary reads her minutes, she reads from her notes. Should she have tehm typed and read from that so we know what is going in the book.

While it needn't be typed, the draft that she submits will become the official minutes if they're approved without correction by the assembly. As such, they should be in their final form. RONR contains sample minutes.

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When our recording secretary reads her minutes, she reads from her notes. Should she have tehm typed and read from that so we know what is going in the book.

RONR does not say so, in so many words.

However, since RONR does acknowledge that there does exist a practice whereby a secretary dates and signs the hard copy of after a document is approved as the official minutes, I think this practice does imply that the secretary come ready with a typed hard copy ready for (1.) dating; (2.) initialing.

Put another way, I doubt that organizations want hen-scratchings and penciled, crossed-out, first drafts to be archived forever in their minutes book.

As you may know, if you were to format your minutes according to Robert's Rules of Order, then the final copy of minutes will have half the length of the original dynamic hand-written minutes, due to editing out the now-unnecessary interim secondary motions, like the many amendments, which are not to appear in the minutes, if the minutes are formatted as RONR recommends. Thus, the original hen-scrathed pencil notes of 3 sheets will all fit nicely on one sheet, once the typist edits out the unnecessary material.

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