Guest Terri Posted January 14, 2011 at 10:21 PM Report Share Posted January 14, 2011 at 10:21 PM Hi, we just had our AGM and there was a Notice of Motion that active members can read the Board minutes (which are currently confidential) when requested.Board members are very concerned that it will change the way items are discussed and debated. Members think board members may be somewhat secretive.There is also a concern that board meeting will turn into "in-camera" session more than ever.I can't find anything in Robert's Rules of Order so far.Thanks for any help!Terri Link to comment Share on other sites More sharing options...
Robert B Fish Posted January 14, 2011 at 10:30 PM Report Share Posted January 14, 2011 at 10:30 PM Hi, we just had our AGM and there was a Notice of Motion that active members can read the Board minutes (which are currently confidential) when requested.Board members are very concerned that it will change the way items are discussed and debated. Members think board members may be somewhat secretive.There is also a concern that board meeting will turn into "in-camera" session more than ever.I can't find anything in Robert's Rules of Order so far.Thanks for any help!TerriWhat is your question? If you are wondering if there is a default rule in RONR, the answer is yes, members of the board can read board minutes and members of the organization who are not board members may not, although the board could vote to make them open. The members may, by 2/3 vote, compel the board to produce its minutes - even from executive session (a.k.a. in camera) and have them read to the assembly.So, RONR does not tell you the details of how to run your organization. Absent a provision in the bylaws, IMO the motion to make the board minutes generally public will not be in order. You will need to amend your bylaws to require that the board open its minutes to all members.-Bob Link to comment Share on other sites More sharing options...
Guest mscaramelle Posted January 14, 2011 at 11:28 PM Report Share Posted January 14, 2011 at 11:28 PM What is your question? If you are wondering if there is a default rule in RONR, the answer is yes, members of the board can read board minutes and members of the organization who are not board members may not, although the board could vote to make them open. The members may, by 2/3 vote, compel the board to produce its minutes - even from executive session (a.k.a. in camera) and have them read to the assembly.So, RONR does not tell you the details of how to run your organization. Absent a provision in the bylaws, IMO the motion to make the board minutes generally public will not be in order. You will need to amend your bylaws to require that the board open its minutes to all members.-BobHi Bob and thanks for your reply.Yes we currently have something in our Board Policies that say the minutes are confidential and our members are holding a special meeting to have them available upon request. The Board wants to know if we can recommend or amend at this meeting, or simply decline. Does the 2/3 member vote trump that?Thanks!!Terri Link to comment Share on other sites More sharing options...
hmtcastle Posted January 14, 2011 at 11:32 PM Report Share Posted January 14, 2011 at 11:32 PM Does the 2/3 member vote trump that?See Official Interpretations 2006-12 and 2006-13. Link to comment Share on other sites More sharing options...
Guest mscaramelle Posted January 14, 2011 at 11:40 PM Report Share Posted January 14, 2011 at 11:40 PM See Official Interpretations 2006-12 and 2006-13.Got it.Thank you very much.They had asked if they could send out a compromise (so to speak) along with the Notice of Motion that we would provide a summary of the minutes so members wouldn't be privy to the sometimes heated discussions at the board level.If they can't, they can make the suggestion at the meeting, but I understand now that the membership still has the final word. Link to comment Share on other sites More sharing options...
hmtcastle Posted January 14, 2011 at 11:43 PM Report Share Posted January 14, 2011 at 11:43 PM They had asked if they could send out a compromise (so to speak) along with the Notice of Motion that we would provide a summary of the minutes so members wouldn't be privy to the sometimes heated discussions at the board level.The minutes should not contain discussions, heated or otherwise. The minutes are a record of what was done (e.g. motions), not what was said (e.g. debate). Link to comment Share on other sites More sharing options...
Robert B Fish Posted January 15, 2011 at 01:09 AM Report Share Posted January 15, 2011 at 01:09 AM The minutes should not contain discussions, heated or otherwise. The minutes are a record of what was done (e.g. motions), not what was said (e.g. debate).To everyone reading this thread - 46 views at last count - this should be yet another reason to keep your minutes in accordance with RONR.1. You adopted RONR and that's what it says.2. Following RONR is easier for the secretary.3. Having the secretary try to summarize the essence of debate is impossible.4. Following RONR makes the minutes easieer to approve. Most everyone can agree on what was DONE at the meeting.and 5. You might think your executive session minutes really are private but those who follow you can read them and the membership, by a 2/3 vote can order you to produce them and read them to the assembly.-Bob Link to comment Share on other sites More sharing options...
tctheatc Posted January 15, 2011 at 06:02 PM Report Share Posted January 15, 2011 at 06:02 PM and 6, having the secretary ask for things to be repeated because s/he is trying to write down every word that's said SLOWS DOWN the meetings! Do it right & you'll get home earlier! Link to comment Share on other sites More sharing options...
Guest mscaramelle Posted January 18, 2011 at 06:49 PM Report Share Posted January 18, 2011 at 06:49 PM Thank you for all the comments.As Exec Director, it is I who records the minutes and I have been including the discussions. So you are suggested, yes, have the spirited discussions and debate, just don't record it. This would alleviate the concern that board members won't look at all positions without worry that members will discover who is on what side of a debate.As long as the "done" is recorded, the said doesn't matter.Thank youTerri Link to comment Share on other sites More sharing options...
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