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lost minutes


Guest Marisa Bullington

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What do you do when the former secretary took the minutes and moved and you have no copies

Are you referring to the minutes from the last meeting or all the minutes since the beginning of time?

In any case, you'll need to recreate them as best you can and then approve them all over again.

This is a good argument for distributing the minutes to members and/or posting them online. You might also want to hunt down the secretary and haul her butt into court since she stole your organization's minutes.

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What do you do when the former secretary took the minutes and moved and you have no copies

Need paragraph and secion please

RONR doesn't address how to deal with the Secretary absconding with the minutes book. Some options are to contact the former Secretary and ask for the minutes book to be returned and be prepared to call the cops if they aren't returned. If you aren't successful in retrieving the minutes book you all will have to recreate the minutes from memory and approve them again. In the future it should be a practice to immediately turn over any necessary documents and papers to whoever will be taking over the office (no RONR reference but common sense).

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A couple of things here:

1) The records, including the Minutes, while in the possession of the Secretary, acrually belong to the organization. Thus, the Secretary could be committing a criminal act (which is beyond beyond the scope of this site), but means that the police may be contacted if required.

2) RONR allows for draft copies of the Minutes to be sent out to all members, thus the Board should start using this if necessary (if it has not already.) If it has, find as many draft copies as possible. These draft copies will go along way to reconstructing the official Minutes if required.

3) While not strictly required by RONR, the President should receive a copy of the approved Minutes. Why? Simple, not only does it assist with the President's duties (ensuring motions are dealt with, and to make sure that unfinished business from one meeting is finished at the next,etc.), but makes sure that there are at least two copies of the official records of meetings.

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