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Dear Parliamentarian Vol. 21 September, 1997

Dear Parliamentarian Vol. 21 September, 1997  


Question:

The Chair of our commission has requested that I edit motions; adding words that were not said and deleting words that WERE said. I refused. He's ticked. I still refuse. I told him I would not edit without a vote from the commission. He's furious. I'm stubborn.

Where in Robert's rules does it talk about editing motions? Can I feel good about my posture, or is there something further I can do to ease this dreadful situation. Tomorrow at 7:30 the matter is going to our in-house counsel. (I am not paid to take these minutes- not that it would matter.)

Thanks for you help if you can provide any!

Ginny

Dear Ginny,

If you need further help call me at 765-282-9845 and I will answer any further questions that you might have.

Do you have ROBERT’S RULES OF ORDER NEWLY REVISED, 1990 EDITION?  If so look on page 459, for you answer of what should be written into the minutes

He states, “the body of minutes should contain a separate paragraph for each subject matter, giving, in the case of all-important motions, the name of the mover and should show:

All main motions or motions to bring a main question again before the assembly, and:

 1.  the wording in which each motion was adopted or otherwise disposed or (with the facts as to whether the motion may have been debated or amended before disposition being mentioned only parenthetically); and

 2.  the disposition of the motion, including - if it was temporarily disposed of - any primary and secondary amendment and all adhering secondary motions that were then pending:

 3.  secondary motions that were not lost or withdrawn, in cases where it is necessary to record them for completeness or clarity....

Robert also states on page 458  “The minutes should never reflect the secretary’s opinion, favorable or otherwise, on anything said or done.”  That would also include the president.

When I send the minutes to the president to “look over” it is only for accuracy and grammar, spelling, etc.  Motions are to be recorded in the minutes in the exact wording they were adopted.  Any changes to this wording can only be done by the membership when the minutes are read for approval.

If you have access to the WEB check our site at http:/www./parli.com.  Go to the PARLIMENTARY INTERNET NEWSLETTER, August issue of 1996.  There is a nice handout that you can print that tells what to put into the minutes.

If I can be of further help, please call.  I will be in the office most of the day, Wednesday, September 24.

The Parliamentarian


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