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Minutes taken but not published


Guest Wayne Bowman

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I am a member of an organization that meets twice a year. We meet in March and then again in June. The minutes from our March meeting this year was not prepared and distributed to the members so they could be approved at the June meeting. The minutes of the June meeting were taken but have not been presented to the members. The Secretary states that because of job and health issues he is not going to do the minutes. He is not longer the secretary as the secretary for our year which began in July has taken office. We can kick him out of office for not doing the minutes. I am Treasurer of the group and the question I have is it permissable to get the notes and other information from the secretary and prepare the minutes as best I can or do we just forget about the minutes and pretend the meetings never happended?

Help.

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I am Treasurer of the group and the question I have is it permissable to get the notes and other information from the secretary and prepare the minutes as best I can or do we just forget about the minutes and pretend the meetings never happened?

Any member is free to submit draft minutes for approval so perhaps it might as well be you (though, as treasurer, you have no special status with regard to the minutes).

But a group that doesn't meet at least every three months should appoint a committee (or authorize the board if there is one) to approve the minutes in a more timely manner.

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....is it permissable to get the notes and other information from the secretary and prepare the minutes as best I can or do we just forget about the minutes and pretend the meetings never happended?

Minutes should be prepared. If necessary, a committee can be formed to do its best to reconstruct minutes, based on memories and available information. If the former secretary can be persuaded to hand over notes, all the better, but even without the notes, you all should come up with some minutes.

That being said, there is no option of pretending the meetings didn't happen, just because the minutes are lacking. Whether or not there are minutes, the actions and decisions of those meetings still happened. The minutes are only documentation of what was done; their absence doesn't change reality.

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