![]() ![]() There is nothing wrong with delaying approval of minutes to a later meeting so tell the folks who were "outraged" to stuff a sock in it. 19, which is OK too until something goes wrong. But adopt a set of "Standing Rules" so that folks will know what to expect, and a new secretary will know what to do. Question 2: How you distribute minutes, both draft and approved, is entirely up to the association. You should NOT include debate or "what was said" - only what was done, decisions, &c. The May minutes can say something like: "The April minutes were approved, as corrected."Īn aside: it looks (I'm guessing) that you are putting more in those minutes than RONR requires. In you example, 3 is the correct course of action. No need (or reason) to retain any erroneous text in the April minutes - getting rid of any errors is why you are making the corrections. Queston1 ): Make the corrections in the (draft - April in your example) minutes being corrected, then approve them. Did the secretary violate anything in RONR? (Nothing of any significance even occurred at the meeting and no action was pending ). At the next meeting (two months later) when those minutes were read, there was outrage by a couple of members that the minutes should have been posted and the delay was inexcusable. The President said they would be read at the next meeting. Because of his unexpected absence he also did not get the individual copies to the meeting. Recently, the new secretary was absent from a meeting due to an injury had not posted minutes from the previous meeting. After construction of a community bulletin board, it evolved (with no directive to do so) that secretaries started posting the draft minutes in advance and distributing copies at the start of the next meeting. Members reviewed them at the beginning of the meeting and the President would as if there were any corrections. The minutes for our association were for years printed for each member and distributed at the next meeting. Question 2: We have no by-laws regarding posting or distribution of the minutes. His website is frasersherman.Question 1: Once the corrections to the minutes have been agreed upon, where are they actually recorded?Įxample: If the minutes for April have been posted/read and corrections agreed upon at the May meeting, where are the corrections recorded? 1) Does the secretary note in the May minutes that the minutes for April have been corrected and state the actual, detailed, word-for-word correction in the May minutes? 2) Does he mention in the May minutes that the April minutes have been corrected/ammended and then go back and make an attachment of the corrections to the April draft minutes and identify them as the correction/ammendment, thereby leaving some record of the initial error or dispute? 3) Does he retype the April minutes completely with the corrections and place them in the permanent binder with no note of the changes since the first copy was merely a draft anyway? He lives in Durham NC with his awesome wife and two wonderful dogs. ![]() ![]() He's also run a couple of small businesses of his own. Jurassic Parliament: Who May Correct Meeting Minutes?įraser Sherman has written about every aspect of business: how to start one, how to keep one in the black, the best business structure, the details of financial statements.The meeting minutes were kept by James Taylor. For example, unstructured meeting minutes with no formatting might end up something like this: The meeting started at 11:00 am and was attended by John Smith, Jane Doe, and Robert Brown. Community Association Management: Meeting Moment-Amending Minutes 1 Meeting Minutes Example: No Agenda or Formatting.Michigan State University Extension: How to Approve Annual Meeting Minutes.The Law of Order: How to Take Minutes In 4 Easy Steps.If someone announces his intent to make the motion at the next meeting, the secretary needs to record the notice. Certain motions, such as changes to the bylaws, require advance notice.Procedural motions, such as tabling discussion or referring the decision to a committee.Whether there was any debate or discussion on the motion.The exact wording of each motion as phrased by the chair.The secretary must record motions and report the discussions and votes that took place, including: They should establish that a quorum was present, including the chair and secretary or their substitutes, and that the previous meeting's minutes were approved. The minutes should open with the group name, date, time, place and whether it was a regular, special or emergency gathering. Making minutes into detailed accounts of debates can often lead to needless arguments about what was said or meant. They're a record of what was done, proposed or decided. Minutes aren't a transcript of everything that was said. The secretary or clerk of the board is responsible for the minutes. ![]()
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