Sample minutes from Robert’s Rules of Order
Here are the sample minutes provided in Robert’s Rules of Order Newly Revised, 12th edition, in section 48:8.
The regular monthly meeting of the L.M. Society was held on Thursday, January 4, 20__, at 8:30 P.M., at the Society’s building, the President being in the chair and the Secretary being present. The minutes of the last meeting were read and approved as corrected.
The Treasurer reported the receipt of a bill from the Downs Construction Company in the amount of $5,000 for the improvements recently made in the Society’s building. The question put by the chair “that the bill be paid” was adopted.
Mr. Johnson, reporting on behalf of the Membership Committee, moved “that John R. Brown be admitted to membership in the Society.” The motion was adopted after debate.
The report of the Program Committee was received and placed on file.
The special committee that was appointed to investigate and report on suitable parking facilities near the Society’s building reported, through its chairman, Mrs. Smith, a resolution, which, after debate and amendment, was adopted as follows: “Resolved, That . . . [its exact words immediately before being acted upon, incorporating all amendments].”
The resolution relating to the use of the Society’s library by nonmembers, which was postponed from the last meeting, was then taken up. This motion and a pending amendment were laid on the table after the chair announced that the guest speaker had received a phone message which would require his early departure.
The President introduced the guest speaker, Mr. James F. Mitchell, whose subject was ____________.
At the conclusion of Mr. Mitchell’s talk, the resolution relating to the use of the Society’s library by nonmembers was taken from the table. After amendment and further debate, the resolution was adopted as follows: “Resolved, That . . . [its exact wording immediately before being finally voted on].”
Mr. Gordon moved “that the Society undertake the establishment of a summer camp for boys on its lakefront property.” Mrs. Thomas moved to amend this motion by inserting the word “underprivileged” before “boys.” On motion of Mr. Dorsey, the motion to establish the camp, with the pending amendment, was referred to a committee of three to be appointed by the chair with instructions to report at the next meeting. The chair appointed Messrs. Flynn, Dorsey, and Fine to the committee.
The meeting adjourned at 10:05 P.M.
Margaret Duffy, Secretary
QUESTIONS:
1. SHOULD REASON FOR A NO VOTE BE CAPTURED IN MINUTES?
2. WHAT IS THE APPROPRIATE TIME FRAME FOR RELEASING AGENDA TO BOARD MEMBERS?
3. WHAT IS THE APPROPRIATE TIME FRAME FOR RELEASING MINUTES TO BOARD MEMBERS?
1) In general, reasons for votes are not included in the minutes. However, if a board member disapproves of an action taken by the board and requests that his/her “no” vote be recorded in the minutes, the member would not be liable if a suit were brought against the board at some future time for the action in question.
2) We believe that an agenda should be given to the board a week in advance of the meeting. See our blog entry Agenda in Robert’s Rules for more information.
3) There is no fixed rule about the time frame for releasing minutes. We are in favor of distributing the draft minutes to the board members as soon as possible after they are prepared, while items are still fresh in everyone’s mind. Of course they are not official until approved by the board.
Note that nothing in this post constitutes legal advice. Thank you for these questions!
In publishing our minutes the incorrect year was used (2019 instead of 2020. ) How should this mistake be corrected? Would it need board approval or just a pen and change?
I would count this as a “scrivener’s error” and just make the change. Thanks for asking!