11/23/2023 0 Comments Amending minutes after approvalThe minutes originally stated " Motion to approve the XYZ handbook, as amended - Passed". Revisions to the handbook were written during the conference and approved by the delegates and directors. The original motion was to adopt a handbook which had been previously distributed in draft form for review by every chapter of the organization. The debate continues as to the proper way to handle this. The president or chair does not have the parliamentary authority to direct the secretary how to correct meeting minutes.Thank you all for the responses. The secretary does his best to prepare an accurate and useful draft, but ultimate and final approval lies with the body itself. The minutes of the current meeting will merely say, “the minutes were approved as corrected.” Ultimate responsibility to correct meeting minutes Where are corrections noted?Īccording to Robert’s Rules of Order, corrections made at the meeting by the members are entered into the text of the minutes being corrected, that is, the minutes of the previous meeting. See our blog post, “Detailed minutes put your board at risk,” for more. Ordinarily, correcting remarks is not a good use of time for the secretary or for the body as a whole. This is one of the reasons why we recommend “action” or “summary” minutes, rather than detailed minutes that include what people actually said. I also know of instances where members are too free in offering or insisting on changes. In that instance, the secretary resigned her employment. I know of a time when a chair directed the secretary to correct the minutes to include something that did not actually happen. It can mean balancing principle versus practicality. The boss tells the employee what changes to make, and the employee feels obliged to make them. If the secretary is employed by the leader, however, this technical freedom may not exist in practice. Employer directs employee to correct meeting minutes It lies within his discretion as to whether to incorporate them or not. This is where it gets interesting! Technically speaking, a secretary is not obliged to accept such changes before the meeting. A member may want to change the way his remarks are recorded, or a leader may believe that the proposed draft describes her actions too negatively. However, sometimes the proposed changes have a subjective cast to them. (Giving the correct file names to electronic drafts is essential in order to avoid confusion here.) Members request changes in advance to correct meeting minutes That draft could be circulated again, or the corrections could be brought to everyone’s attention at the meeting itself. If the proposed changes correct a clear error, of course the secretary will incorporate them into the next draft. When this occurs, the secretary is the person charged with deciding whether to incorporate any of those corrections or not. What happens when the secretary sends those minutes out in advance of the meeting? Oftentimes people send back corrections before the meeting. He presents them to the group (the council, board, commission or committee) at the next meeting, and the group makes any changes deemed necessary. This article explores those complications.Īccording to Robert’s Rules of Order and parliamentary procedure in general, the secretary or clerk is charged with the duty of preparing the draft meeting minutes. Nowadays, since meeting minutes are often circulated in advance, the question becomes a little more complicated. In the olden days, the standard way to correct meeting minutes was to request the correction at the next meeting, when the meeting minutes were up for approval.
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