Meeting Minutes

[Guest Julie Cantini]

Is it appropriate to alter taped meeting minutes? i.e. If someone wants to include something that was NOT discussed at the meeting and is not on the tape, should this information be included in the meeting minutes? Thanks!

[Chris Harrison]

Is it appropriate to alter taped meeting minutes? i.e. If someone wants to include something that was NOT discussed at the meeting and is not on the tape, should this information be included in the meeting minutes? Thanks!

A tape recorder might be a good aid for the Secretary in preparing the minutes but the recording isn't the minutes and should never be considered as them. Also, the minutes should only reflect what was done at the meeting not what was said.

[jstackpo]

Of course not!

But minutes shouldn't contain any "discussion" at all - see pp. 451 ff.

And "taped minutes" aren't true minutes, either - p. 444.

[Gary Novosielski]

Is it appropriate to alter taped meeting minutes? i.e. If someone wants to include something that was NOT discussed at the meeting and is not on the tape, should this information be included in the meeting minutes? Thanks!

There is no such thing as "taped meeting minutes". Minutes are documents in writing.

It is improper to include something that was not discussed at the meeting in the minutes.

But it is also improper to include something that WAS discussed at the meeting in the minutes. Minutes should not contain details of any discussion/debate that took place.

Minutes should contain what was done at the meeting, NOT what was said at the meeting. It should contain the exact text of motions made, who made them, how they were disposed of, when the meeting was called to order and adjourned, things like that.

[Guest Willie]

There is no such thing as "taped meeting minutes". Minutes are documents in writing.

It is improper to include something that was not discussed at the meeting in the minutes.

But it is also improper to include something that WAS discussed at the meeting in the minutes. Minutes should not contain details of any discussion/debate that took place.

Minutes should contain what was done at the meeting, NOT what was said at the meeting. It should contain the exact text of motions made, who made them, how they were disposed of, when the meeting was called to order and adjourned, things like that.

Does Robert Rules address whether it is OK to tape record board meetings? What would be the proper procedure if tape recording of the minutes is "allowed". Thank you.

[hmtcastle]

Does Robert Rules address whether it is OK to tape record board meetings? What would be the proper procedure if tape recording of the minutes is "allowed".

RONR says that the secretary may use a recorder to help in the preparation of the minutes (but it's up to the board to either permit or prohibit this).

In any case, the recording is not the minutes. As noted, the minutes are words on paper.