Meeting Minutes

[ahflibra]

Hi everyone

i would like to know if the monthly minutes from a committee meeting should be available and displayed for the members who elected the committee members ? At this moment they are not is this correct ?

The Annual General Meeting minutes are made available to members who attend , but at the following next years meeting so 12 months has passed before they are made available , and I understand them to be important documents , is this a correct procedure ?

[des8]

Re: Meeting Minutes

I assume this is a private organisation, and would have thought the constitution would set the rules

From many years of sitting on committees of one sort or another I would suggest that generally minutes of monthly committee meetings are available to members, but aren't actually posted up.

The minutes of the AGM are approved as an accurate record at the next AGM and this causes some confusion because some minute takers think therefore, that they do not have to distribute the minutes until then – a year later! This is incorrect.
Even though the minutes don’t get approved until the next AGM, they should still be distributed within a few days of the AGM of which they are the record.
The reason is that the members of the organisation require the minutes to implement the decisions which were made and since decisions at AGM’s are nearly always major involving things like policy, fees, major projects etc, the minutes need to be in the hands of the members as quickly as possible.
There is another major reason and that is that the AGM minutes will contain (or should contain) the years financial report and all members have the right to have a copy of the financial status of the organisation.
It is the case that the AGM minutes will probably need to be distributed just before the next AGM so that people have a copy to approve at the next AGM.
The next ordinary meeting approves the minutes of the last ordinary meeting, not the AGM, even though it may have been the most recent meeting.

Trust that helps.

[ahflibra]

Re: Meeting Minutes

Hi des8

thank you , yes it's a private organisation