What should and should not go in minutes?

Started by SteveN2 • 4 replies • 1461 views

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SteveN2 (Alabama)
Posts: 2

Posted:

We recently did a survey of the membership to get an idea of where they stood on an important issue. The results were discussed at the board meeting but no formal interpretation was brought up.

When the minutes were sent out for approval the secretary added in his opinion and very one sided interpretation of the results. I am in the minority in oppossing this but don't think any interpretation should go in unless the board passes a motion.

How should this be handled?

Thanks.

MaryA1 (Arizona)
Posts: 7,043

Posted:

Steve,

Here is the proper procedure. At the next board meetings, the minutes of the last meeting should be read. After which the Pres should ask if there are any additions, deletions or corrections. At that time you should ask that the wording regarding the results of the survey be changed. A discussion can take place regarding what the correct wording should be. The Pres then asks for a motion to approve the minutes as corrected.

BTW, why does there need to be an interpretation of the survey? Surveys are generally "yes" or "no" questions. Frankly I don't believe a motion to accept the survey results is needed unless the board is going to act on the survey, which IMO, the BOD is not obligated to do.

JonD1
Posts: 2,350

Posted:

Steve:

The minutes are NOT a platform for the Secretary to issue their opinion. The mionutes are an official recording of the actions of the entire Board and should contain results of votes and detials on issues the votes were taken.

IMO the minutes should reflect only the actual actions taken by the Board not discussions or details or opinions.

Someone needs to explain to your Secretary these are NOT their minutes but those of the Board. IF they cannot modify their recording of the meeting perhaps you might consider removing them from their position.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Quote:

secretary added in his opinion and very one sided interpretation of the results.

The secretary sums up the meeting on to paper. If they did not accurately interpret the meeting, discuss what the minutes should say, then approve them. If they keep playing games, and interpret them wrong deliberately and inaccurately, ask someone else to sit in as interim secretary until you can find a replacement.

SusanW1 (Michigan)
Posts: 5,202

Posted:

Results of the survey should be released in an objective form, not subjective.

However, I have this feeling that the "survey" probably wasn't conducted in an objective way, so there is lots of room for interpretation.

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