Changing Already Approved Minutes

Started by PjW • 9 replies • 6955 views

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PjW (Virginia)
Posts: 71

Posted:

If a board member(s) request it, can already approved minutes (from an annual or reg meeting) be re-written to change the wording (ie taking out names of people doing or proposting actions or those registering complaints)

JanetB2 (Colorado)
Posts: 4,219

Posted:

Anyone can request corrections. It is important to insure information is accurate. I would follow Robert’s Rules of Order:

If corrections to minutes are made at the time when those minutes are originally submitted for approval, such corrections are made in the text of the minutes being approved. The minutes of the meeting at which the corrections are made should merely indicate that the minutes were approved "as corrected."

If it becomes necessary to correct minutes after they have initially been approved, such correction can be made by means of the motion to Amend Something Previously Adopted. In this event, since the motion to Amend Something Previously Adopted is a main motion, the exact wording of that motion, whether adopted or rejected, should be entered in the minutes of the meeting at which it was considered.

PjW (Virginia)
Posts: 71

Posted:

Even if the "correction" would mean bascially re-writing the entire minutes already approved?

JanetB2 (Colorado)
Posts: 4,219

Posted:

Were they that incorrect?

Do you want incorrect information in the records if you need to refer back to the minutes in the future?

Follow the second paragraph I noted above.

PjW (Virginia)
Posts: 71

Posted:

Not incorrect as far as I know, they just want to take people's names out and replace them with the pronoun of "it"

have I mention some new members of our board are a little nutty?

JanetB2 (Colorado)
Posts: 4,219

Posted:

Quote:

Have I mention some new members of our board are a little nutty?

LOL

No you failed to mention that.

If the names are correct, why do they want to change to "it"? The names might be important depending on what the circumstances are and what is being discussed in the minutes.

JanetB2 (Colorado)
Posts: 4,219

Posted:

PjW ... so your new fellow board members understand proper meeting minutes, have them read one of their local city council minutes. They will find that all individuals are referenced by their names ... not as "it" throughout the document.

Too funny ...

PjW (Virginia)
Posts: 71

Posted:

Thanks you guys, the new secretary is having issues with objectivity in the minutes so we've been trying to tell him to limit things to actions and only using names when it applied to that. He's still not getting it, after 3 meetings of being told his orginal minutes are unacceptable and everyone fighting over what should and shouldn't be included.

And now he wants to go back and make a change to the approved annual minutes.
its a whole thing of one faction against another.

Knowing that it can be done to correct an error is good info

SusanW1 (Michigan)
Posts: 5,202

Posted:

The name of the person making the motion IS in the minutes.
The seconder is named.
During the debate, names are NOT listed, unless there is an amendment to original motion.
Some boards list the names of the voters and their vote, some minutes just reflect the final vote, as announced by the presiding officer.

Opinions, protests, arguments or comments are NOT identified by names, or even that they are made.

All that's needed is:

Motion by Joe Blow to _______________
Seconded by Sue Smith.
Discussion held.
Vote: 2 ayes, 4 nays. Motion failed.

Yes - take out the personal identification of people making comments on issues. There is liability in those "comments" - our HOA had to pay $12,000 to a homeowner who sued because the president's personal comment about this guy's family was included in the minutes!!! Out of court settlement, since the lawyer said we didn't dare go to court on that one. A jury would have eaten us alive!!!

PjW (Virginia)
Posts: 71

Posted:

Exactly.

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