amended minutes

the minutes of your meetings provide the official record of what matters you discussed and what decisions you made. “robert’s rules of order”, which is the standard guide to correct meeting procedure, also provides the rules for how to correct the minutes. there’s more than one guide to meeting procedure, but robert’s rules of order is the one most organizations use. when his community asked him to preside over a public meeting, he bungled the job badly but resolved to do better next time. robert developed his rules to bring order out of chaos and engineer perfect meeting procedures. you can look in robert’s rules of order for an agenda template, procedures for tabling discussion or procedures for making an amendment to a main motion, for example. when the first edition came out in 1876, telephones were a novelty. the secretary or clerk of the board is responsible for the minutes. they’re a record of what was done, proposed or decided.

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. if it’s an annual meeting, the board can assign approval to a subcommittee that will meet before everyone forgets what happened. if nobody disagrees, the secretary makes the change, amending the minutes before approval. if other members disagree with the proposed change, the chair can either work out a compromise phrasing or ask the members to vote on the proposed change. if one of them spots a factual error, the secretary can change it before the next meeting. they can then send out a revised draft or note the change in the next meeting’s minutes. if the amendment is likely to be controversial, the secretary has to exercise discretion. fraser 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. he lives in durham nc with his awesome wife and two wonderful dogs.

minutes serve as the official record of business transacted and resolutions adopted at a corporation’s board of director’s meetings. in the event that an important point is missed or incorrectly recorded, corrections can be made by following a few steps. the first in amending meeting minutes is to determine when they were made. if mistakes are found after a board has approved minutes, the board must be notified that a mistake was made. when learning of a mistake, the first step is to make sure an error actually occurred. cross-check your notes and ask others if you are still unclear about the need or the wording for the proposed change.

after determining board minutes are inaccurate, reopen the meeting minutes document and correct the mistake. if mailing, attach a cover letter stating that the enclosed minutes are a revision and should replace the previous document. if an error is pointed out before the following meeting, a motion is made to approve the minutes as corrected. after the motion is passed, the revised minutes are considered approved, signed by the secretary and entered into the official record. if the minutes have already been approved, then a “motion to amend something previously adopted” will need to be made and considered at a subsequent meeting. since approved, the minutes are signed by the secretary of the board and thereafter become the official record of the meeting.

under “robert’s rules of order”, you correct errors in board-meeting minutes by amending the minutes before approval. this post lists the correct way to amend a draft set of minutes when at a meeting. imagine this scenario. the minutes from the last month’s (say after determining board minutes are inaccurate, reopen the meeting minutes document and correct the mistake. distribute the amended version to the board members, amended minutes example, amended minutes example, what is approval of minutes, how can minor amendments be made in minutes, robert’s rules of order minutes pdf.

corrections to the minutes can be made years later by means of a motion to amend something previously adopted. this requires a two-thirds vote or a majority vote with prior notice. next meeting, or a committee may be appointed to read the minutes and report findings at the next meeting. (the minutes of the meeting at which corrections were made should merely state that minutes of the previous meeting were approved as corrected.). minutes of a meeting can be corrected even after they have been formally approved. minutes of a meeting are usually approved at the beginning of the next 5.5 if minutes of a previous meeting are corrected, are the corrections entered in the minutes of the meeting at which the corrections were, example of amendment in meeting, how to read minutes of the previous meeting, how to record amended motions in minutes, how to adopt minutes of a meeting, how to record a vote in meeting minutes, what if meeting minutes are not approved, example of motion in meeting minutes, who has access to meeting minutes, do meeting minutes need to be signed, motion to approve minutes seconded.

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