Initiator's name in Minutes?

Started by CarolR11 • 9 replies • 1704 views

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CarolR11 (Colorado)
Posts: 2,563

Posted:

I've been working long & hard on some very complicated budget matters. (Hard work because numbers aren't my strength at all) I wrote an agenda request for two items, which I recommended to the Board for approval, I made the motions, and the Board approved both.

The draft minutes came to the Board and stated my motions, the seconds, and that they passed by consensus. I wanted to add at the beginning of each motion: "Based on her recommendation," xxx made a motion to approve xxx . . . No one objected; the minutes were approved as amended. The amended minutes came to me today -- I'm secretary--and the "Based on her recommendation" was missing.

The PM explained that "We do not recognize who makes the recommendation, only who makes the motion." We certainly have no policy preventing mention of the recommender. Is that typical? Can I find this in Robert's which I have a terrible time navigating?

I wanted my name as the initiator in the minutes because of all of my efforts and because of the very positive impact this has on our budget.

Thanks!

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Unless I am mistaken, the Maker of the Motion and the Seconderer of such motion must be named.

Now as to naming who voted for/against the motion can be a bone of contention.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

The no edit thing.

Carol

If the minutes reflected you made the motion, it was seconded and passed there is no need for superfluous info like based on her hard work, her dedication, her great looking whatever, etc. Such is simply and ego trip.

The fact that you made the motion, it was seconded and all agreed said...she knows what she is doing. Enough.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Quote:

I wanted my name as the initiator in the minutes because of all of my efforts and because of the very positive impact this has on our budget.

Let it go. Its not important. It will just be filed away forever in a filing cabinet.

EdmundS1 (North Carolina)
Posts: 45

Posted:

Your name appeared in the minutes...that is all that is required and/or necessary. It's the real world, not a grade school competion....grow up...

CarolR11 (Colorado)
Posts: 2,563

Posted:

One point is that the Board approved my amendment. To leave out the words "Based on her recommendation . . ." would take board action to overturn a decision previously made. At the meeting, neither our PM nor the CEO of our MC objected or said a word.

Another way to record this could have been, which we see frequently in our minutes: before a motion is made, the minutes would say something like: Secretary xxx demonstrated two ways to improve the percent funding of our reserves from xx% to xx%.

Yes, of course, I'd like a little credit for this and didn't hide that in my first post! The 7 homeowners heard it & maybe a handful of Members actually read the minutes. So it's not that I'll see my name in lights.I guess it's just that, as many of you know, our work as volunteers often goes unrecognized. In my opinion and in my previous work, I and my co-workers made a point of giving credit where credit is due. If fact, I'd like to see all directors' names mentioned as the initiator, recommender or some such in the minutes.

KellyM3 (North Carolina)
Posts: 2,239

Posted:

Carol,

A clean set of meeting minutes contains actual board action - motions made, seconded, votes and issues that were officially discussed.

I'm not a fan of expanded descriptions as they get more and more subjective the more that is written. Keep up the good work and your reputation will grow within the community. Count on that.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

She just wanted to vent and someone to listen.

CarolR11 (Colorado)
Posts: 2,563

Posted:

Gents, I appreciate your replies and Stephen is right--I did want to vent.

CarolR11 (Colorado)
Posts: 2,563

Posted:

Oh, and our PM did "find" in her notes yesterday that the Board approved my addition, so they're now in the approved minutes.

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