Guest Lee Posted January 10, 2011 at 03:18 PM Report Share Posted January 10, 2011 at 03:18 PM I am a new secretary of a fund raising organization and am not sure how to go about seeking approval of minutes. Is this the correct wording?May I have a motion to approve the minutes?May I have a second?All in favor?Opposed?Abstained?So moved. Link to comment Share on other sites More sharing options...
Guest dan Posted January 10, 2011 at 03:24 PM Report Share Posted January 10, 2011 at 03:24 PM First, the Chair of the meeting should be handling this, not the secretary (unless you are chairing the meeting).No "motion" is normally made. Rather, the Chair of the meeting will ask if there are any corrections to the minutes, either as read or as distributed in draft. Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted January 10, 2011 at 05:42 PM Report Share Posted January 10, 2011 at 05:42 PM I am a new secretary of a fund raising organization and am not sure how to go about seeking approval of minutes. Is this the correct wording?1. May I have a motion to approve the minutes?2. May I have a second?3. All in favor?4. Opposed?5. Abstained?6. So moved.No. It isn't correct. None of it is correct.1. Chairs are not to say this.2. No second is necessary, if done by The Book.3. No vote necessary, if done by The Book.4. No vote necessary, if done by The Book. 5. NEVER call for abstentions. Abstentions are not votes. Abstentions do not change the outcome of a vote.6. NEVER use this phrase. The Book explicitly says that this phrase is improper. Link to comment Share on other sites More sharing options...
Josh Martin Posted January 10, 2011 at 09:49 PM Report Share Posted January 10, 2011 at 09:49 PM I am a new secretary of a fund raising organization and am not sure how to go about seeking approval of minutes. Is this the correct wording?May I have a motion to approve the minutes?May I have a second?All in favor?Opposed?Abstained?So moved.As secretary, your only role is to read the draft minutes (unless they have been distributed ahead of time, in which case this is not done unless requested by a member). The chair will then ask if there are any corrections to the minutes. If corrections are offered, the chair would typically ask, "Is there any objection?" If someone objects, a formal vote will be taken on the corrections (all in favor... all opposed). Abstentions are not called for. After all corrections have been handled, the chair simply announced "The minutes are approved as corrected (or "as read" or "as distributed," if there are no corrections). Link to comment Share on other sites More sharing options...
Guest Lee Posted January 11, 2011 at 05:14 PM Report Share Posted January 11, 2011 at 05:14 PM Would the words be correct in asking for approval of Board minutes? Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted January 11, 2011 at 06:04 PM Report Share Posted January 11, 2011 at 06:04 PM Would the words be correct in asking for approval of Board minutes?No. It isn't correct. None of it is correct.1. Chairs are not to say this.2. No second is necessary, if done by The Book.3. No vote necessary, if done by The Book.4. No vote necessary, if done by The Book.5. NEVER call for abstentions. Abstentions are not votes. Abstentions do not change the outcome of a vote.6. NEVER use this phrase. The Book explicitly says that this phrase is improper. 1. May I have a motion to approve the minutes?2. May I have a second?3. All in favor?4. Opposed?5. Abstained?6. So moved. Link to comment Share on other sites More sharing options...
tctheatc Posted January 11, 2011 at 09:25 PM Report Share Posted January 11, 2011 at 09:25 PM Do you have a magic 8 ball? does it say "ask again later"? Link to comment Share on other sites More sharing options...
Josh Martin Posted January 11, 2011 at 09:48 PM Report Share Posted January 11, 2011 at 09:48 PM Would the words be correct in asking for approval of Board minutes?The chair doesn't really "ask for approval." He asks for corrections, and when no further corrections are forthcoming, he announces that the minutes are approved. If the summary of the correct procedure I provided was unclear, I suggest reading RONR, 10th ed., pg. 343, lines 10-28 for more information. Link to comment Share on other sites More sharing options...
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