Officially, how do we amend meeting minutes?

Started by LauraR2 • 5 replies • 2940 views

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LauraR2 (West Virginia)
Posts: 41

Posted:

Our association is going through some "growing pains" and I want to make sure everything is done by the book. Our annual meeting was last August. This week the President found 2 minor errors in the meeting minutes and asked me to correct them. Can the BOD approve the amended minutes in a BOD meeting, or do we have to wait until our next full association meeting?

Thanks!

RogerB (Colorado)
Posts: 5,067

Posted:

I suggest you approve the Annual meeting minutes at the next Board meeting after amending as needed. To wait a year makes no sense to me. Plus no one will remember and many of the attendees next year may not have attended the previous year.

LauraR2 (West Virginia)
Posts: 41

Posted:

OK, thanks!

SusanW1 (Michigan)
Posts: 5,202

Posted:

I disagree.

RIGHT NOW, the Board has no right to approve the minutes from another session (Member's meeting) UNLESS it was motioned and passed that the Board could do that. (Which I really recommend, but it sounds like it has not been done, So I'd advise you wait and be sure it's on the agenda for next year's Members meeting) Since these are "minor" corrections, they can wait.

RobertR1 (South Carolina)
Posts: 5,164

Posted:

Susan,
Are you saying: If at the next regular meeting a motion could be made that the Board approve the changes to be made in the annual meeting. This would make it a one time thing and that is probably for the best.

SusanW1 (Michigan)
Posts: 5,202

Posted:

At the next Annual Members meeting a motion could be made to allow the regular Board to approve the minutes of the Members' meeting. Then ratify them again at the next Annual Meeting.

Typically, if a group meets less than quarterly, it's a good idea to get minutes approved by another method. Especially in case there are actions that need to be taken.

Another option is a motion to give 3 - 5 general members the power to approve the minutes within 1 month of the meeting.

"Approving" the minutes means that they become the official record of the organization. If they are not correct, they can be amended in the future.

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