Annual meetings and approval of minutes

Turns out Robert’s Rules do recognize that a year between meetings is too long to make effective corrections to minutes:

When the next regular business session will not be held within a quarterly time interval, and the session does not last longer than one day, or in an organization in which there will be a change or replacement of a portion of the membership, the executive board or a committee appointed for the purpose should be authorized to approve the minutes. The fact that the minutes are not then read for approval at the next meeting does not prevent a member from having a relevant excerpt read for information; nor does it prevent the assembly in such a case from making additional corrections, treating the minutes as having been previously approved… (RRONR 11ed §48, “Reading and Approval of the Minutes”, 474-475)

So the session ought to approve the minutes of the annual congregational meeting, presumably at their next session meeting. Not to worry if the need for a special congregational meeting pops up within three months: “A special meeting does not approve minutes; its minutes should be approved at the next regular meeting” (473-474).

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One Response to Annual meetings and approval of minutes

  1. philippeg30 says:

    Right, the minutes have to be reviewed in a quarterly time interval, however it is never too late to make the corrections needed. As noted (RONR 11th ed, p.475 l.18) “If the existence of an error or material omission in teh minutes becomes reasonably established after their approval – even many years later – the minutes can be corrected by means of the motion to Amend Something Previously Adopted.”
    As such even if a previous committee had reviewed and approved the minutes, it can (and sometime should) still be read at the next annual meeting, where members, at least those with good memory, can still offer corrections.

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