BarbaraB10 (California)
Posts: 117
Posts: 117
Posted:
There are several sets of 2011 regular & special meetings minutes in which the minutes were never approved.
What are the repercussions, if any, when minutes are not approved?
Thanks
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Approval of minutes
Started by BarbaraB10 • 5 replies • 1393 views
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There are several sets of 2011 regular & special meetings minutes in which the minutes were never approved.
What are the repercussions, if any, when minutes are not approved?
Thanks
TimB4 (Tennessee)
Posts: 21,047
Posts: 21,047
Posted:
They weren't approved or they weren't signed?
Typically the minutes of the meeting should show approval of the minutes for the previous meeting. Therefore, to see if May's minutes were approved, you would check the minutes for June's meeting. If the minutes were approved but not signed, it's not that big of a deal. Just have the previous Secretary sign them or you can sign them with an annotation that the individual is no longer available.
If they truly weren't approved, then at the next meeting, bring up that past minutes have not been approved and the existing board needs to approve them. Once approved, since you are the current Secretary, you may sign them.
Here is the link to Davis-stirling.com's website about signing minutes (just copy and paste into your browser):
http://www.davis-stirling.com/MainMenu/MainIndex/SigningMinutes/tabid/1564/Default.aspx#axzz1f7CDpmh8
Typically the minutes of the meeting should show approval of the minutes for the previous meeting. Therefore, to see if May's minutes were approved, you would check the minutes for June's meeting. If the minutes were approved but not signed, it's not that big of a deal. Just have the previous Secretary sign them or you can sign them with an annotation that the individual is no longer available.
If they truly weren't approved, then at the next meeting, bring up that past minutes have not been approved and the existing board needs to approve them. Once approved, since you are the current Secretary, you may sign them.
Here is the link to Davis-stirling.com's website about signing minutes (just copy and paste into your browser):
http://www.davis-stirling.com/MainMenu/MainIndex/SigningMinutes/tabid/1564/Default.aspx#axzz1f7CDpmh8
BarbaraB10 (California)
Posts: 117
Posts: 117
Posted:
Hi Tim
Thanks for the reply.
Minutes were never approved in an open meeting.
Now that you mention it, many minutes do not contain the secretary's signature.
To clarify, I am not currently the secretary - I was a previous secretary.
Thanks for the reply.
Minutes were never approved in an open meeting.
Now that you mention it, many minutes do not contain the secretary's signature.
To clarify, I am not currently the secretary - I was a previous secretary.
BradP (Kansas)
Posts: 2,640
Posts: 2,640
Posted:
Barbara...to elaborate on what Tim said, if the minutes were never approved in an open meeting then they are not Official minutes until that take place.
SusanW1 (Michigan)
Posts: 5,202
Posts: 5,202
Posted:
I wonder WHY and HOW this happened. Minutes must be sequentially "approved" e.g. the June minutes can't be approved until the May ones are.
Simply make a motion to approve all past meeting minutes for the record (list the dates). The minutes not being approved from the past do not affect the on-goings or valiity of an active board. Simply see it as an administrative clean-up. But DO get it done.
Simply make a motion to approve all past meeting minutes for the record (list the dates). The minutes not being approved from the past do not affect the on-goings or valiity of an active board. Simply see it as an administrative clean-up. But DO get it done.
BarbaraB10 (California)
Posts: 117
Posts: 117
Posted:
Thank you so much for the suggestions!
I am only referring to minutes for the year 2011.
In the past 11 months, 7 sets of minutes are unsigned.
Minutes not on agenda for approval equal 7.
Not all approved minutes are signed as they should be, while many unapproved minutes *are* signed.
The pattern is inconsistent and confusing.
I am only referring to minutes for the year 2011.
In the past 11 months, 7 sets of minutes are unsigned.
Minutes not on agenda for approval equal 7.
Not all approved minutes are signed as they should be, while many unapproved minutes *are* signed.
The pattern is inconsistent and confusing.
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