WEBVTT 00:00:01.220 --> 00:00:07.620 Hello, this is Eliza Kragh. 00:00:07.660 --> 00:00:14.770 I'm with Mark Apodaca, an expert on parliamentary procedure. 00:00:15.070 --> 00:00:23.740 Today we will discuss how members can properly request meeting minutes from a board. 00:00:23.870 --> 00:00:31.150 Mark, could you explain this process and the rights members have regarding meeting minutes? 00:00:32.750 --> 00:00:47.000 Both state statutes and Robert's Rules of Order clearly state that members have a right to see the minutes. 00:00:49.600 --> 00:00:51.370 This is their fundamental right. 00:00:53.140 --> 00:01:04.980 When members request a copy, the secretary must provide it without restrictions. 00:01:06.980 --> 00:01:14.090 The only exception is minutes from executive sessions. 00:01:14.190 --> 00:01:20.500 Executive session minutes are private and serve a different purpose. 00:01:20.800 --> 00:01:27.140 Members have full rights to access general minutes. 00:01:27.140 --> 00:01:34.140 Many organizations now post their meeting minutes on their websites. 00:01:35.380 --> 00:01:53.200 Many bylaws require the secretary to distribute minutes to the board within 30 days after a meeting. 00:01:54.530 --> 00:02:01.450 Each board member must review the copy for accuracy. 00:02:01.450 --> 00:02:09.450 The board cannot release the minutes until after the next board meeting. 00:02:10.610 --> 00:02:16.850 At the next board meeting, the president asks for any corrections. 00:02:17.020 --> 00:02:20.390 If there are no corrections, the minutes are accepted as read. 00:02:21.760 --> 00:02:28.000 Once approved, the minutes can be posted on the website. 00:02:28.670 --> 00:02:37.540 This saves time by eliminating repeated requests to the secretary. 00:02:40.910 --> 00:02:56.630 For 501(c)(3) organizations, which are public non-profits with members, 00:02:56.690 --> 00:03:03.330 members have these rights because they supersede the board's authority. 00:03:05.470 --> 00:03:09.810 Again, they absolutely have the right to see the minutes. 00:03:10.670 --> 00:03:16.480 So the meeting minutes are not private records. 00:03:16.980 --> 00:03:27.890 Since they're registered with the Secretary of State and the IRS, are they considered legal documents? 00:03:29.290 --> 00:03:32.030 Yes, minutes are indeed legal documents. 00:03:34.000 --> 00:03:46.280 I have witnessed situations where minutes were needed for reference. 00:03:46.540 --> 00:03:49.810 I've seen instances when nothing was recorded in the minutes. 00:03:49.950 --> 00:03:56.250 Without documentation, actions become null and void. 00:03:58.190 --> 00:04:00.860 Minutes serve as legal documentation. 00:04:01.060 --> 00:04:03.830 Courts frequently review these documents. 00:04:05.100 --> 00:04:15.040 During audits, organizations must provide minutes to auditors. 00:04:16.940 --> 00:04:23.950 Minutes should record who attended the meeting and the start time. 00:04:25.150 --> 00:04:34.820 They must note who was absent, motions made, seconds, and voting results. 00:04:35.660 --> 00:04:45.840 Minutes are not meant to be a narrative spanning 30 or 40 pages. 00:04:46.270 --> 00:04:56.710 I once knew a secretary who would type all night, producing 30-page minutes. 00:04:57.810 --> 00:05:03.250 This level of detail is unnecessary; only motion results are required. 00:05:06.790 --> 00:05:09.790 Motions should be included when made. 00:05:09.790 --> 00:05:21.240 For example, during conferences, an organization is making bylaw amendments. 00:05:21.870 --> 00:05:30.980 Ten years of conferences from one to the next, with amendments made without documentation. 00:05:32.520 --> 00:05:37.120 These amendments were completely missing from the minutes. 00:05:39.860 --> 00:05:46.230 This renders the current bylaws null and void. 00:05:46.530 --> 00:06:01.080 Organizations must revert to 10-year-old bylaws because there's no record of amendments. 00:05:46.530 --> 00:06:01.080 Organizations must revert to 10-year-old bylaws because there's no record of amendments. 00:06:01.480 --> 00:06:05.750 This demonstrates why proper record-keeping is crucial. 00:06:09.820 --> 00:06:20.500 For those interested in becoming secretary, I encourage learning proper minute-taking. 00:06:20.530 --> 00:06:28.300 Many believe minutes require extensive writing, but that's incorrect. 00:06:29.770 --> 00:06:32.840 Remember, minutes are legal documents. 00:06:33.480 --> 00:06:40.220 If something isn't documented in the minutes, it never happened? 00:06:40.980 --> 00:06:42.350 Correct. 00:06:43.190 --> 00:06:47.190 Without records, there is no proof. 00:06:49.030 --> 00:06:55.770 How should members request meeting minutes? 00:06:56.830 --> 00:07:08.810 If minutes aren't posted on the website, members may their right to contact the secretary for the minutes. 00:07:10.450 --> 00:07:18.560 Members also have rights to access bylaws and policy procedures, which should be available on the website. 00:07:23.590 --> 00:07:28.130 For instance, members could see that there's a policy in place for the secretary to distribute 00:07:28.130 --> 00:07:33.600 the board minutes to the board within thirty days to be reviewed and approved at next board meeting. 00:07:33.670 --> 00:07:40.780 After meeting these criteria, members may request copies of the minutes from the secretary. 00:07:42.180 --> 00:07:46.980 Posting minutes online saves time for everyone involved. 00:07:47.050 --> 00:07:56.460 Members have this right according to Robert's Rules and state statutes to see the minutes. 00:07:58.160 --> 00:08:06.440 Can boards require members to sign documents before releasing minutes? 00:08:07.270 --> 00:08:11.670 No, there's no requirement for signatures. 00:08:14.810 --> 00:08:18.150 Why should there be a signed document when it's public information? 00:08:21.250 --> 00:08:24.550 That's the information members have a right to access. 00:08:24.590 --> 00:08:29.830 Members deserve to know how their organization operates through those minutes. 00:08:32.160 --> 00:08:41.350 At annual meetings, members can question the board about decisions. 00:08:41.350 --> 00:08:46.010 They can ask the president to explain decisions documented in minutes. 00:08:47.210 --> 00:08:49.180 That's the right of the members. 00:08:50.680 --> 00:08:54.320 Requiring signatures serves no legitimate purpose. 00:08:57.090 --> 00:09:04.890 What should members do if boards refuse to release minutes after being requested for them? 00:09:05.330 --> 00:09:08.800 What's the proper process to get those meeting minutes? 00:09:11.530 --> 00:09:20.670 Some organizations contact their state attorney general. 00:09:24.250 --> 00:09:33.260 Each state has an attorney general division handling non-profit matters. 00:09:33.260 --> 00:09:43.970 They can send warning letters requiring boards to release minutes. 00:09:46.040 --> 00:09:51.440 It's unwise to challenge the legal system in these matters. 00:09:54.110 --> 00:10:08.090 Many boards need proper parliamentary training about minute-taking. 00:10:09.260 --> 00:10:15.600 They must understand who has access rights and what to document. 00:10:16.270 --> 00:10:27.880 With proper understanding on the role of the minutes, releasing minutes becomes routine. 00:10:35.650 --> 00:10:43.690 This helps clarify the purpose of meeting minutes. 00:10:43.690 --> 00:10:48.630 It shows why proper documentation is essential. 00:10:48.630 --> 00:10:54.200 Without documentation, events officially never occurred. 00:10:54.240 --> 00:11:00.340 Minutes are legal documents, not storytelling. 00:11:03.310 --> 00:11:13.190 At parliamentary conferences, we hold various events such as workshops, galas, and business meetings. 00:11:14.990 --> 00:11:22.900 Members can question boards about minutes during business meetings. 00:11:25.570 --> 00:11:31.940 They can ask about specific board decisions. 00:11:31.940 --> 00:11:35.010 The board is required to respond to those questions. 00:11:37.010 --> 00:11:41.850 The members would be aware when the minutes are accessible on websites for transparency. 00:11:42.850 --> 00:11:48.060 This information is public, and members have the right to know. 00:11:48.790 --> 00:12:00.900 Members can motion to override board decisions. 00:12:01.800 --> 00:12:04.140 This rarely occurs. 00:12:07.080 --> 00:12:11.010 Education about minute-taking is crucial. 00:12:12.050 --> 00:12:16.450 Secretaries should understand their role and the purpose of the minutes thoroughly. 00:12:16.450 --> 00:12:23.360 Many guides explain proper minute-taking procedures for secretaries. 00:12:23.690 --> 00:12:34.770 These guides and Robert's Rules should be reviewed as they can explain the role of the secretary. 00:12:38.840 --> 00:12:45.880 Secretaries play a vital role in documentation through meeting minutes. 00:12:46.120 --> 00:12:55.160 They should receive proper training in minute-taking to ensure all are properly documented. 00:12:56.390 --> 00:13:06.500 Yes, as there is another example which involves me as a parliamentarian to attend a conference. 00:13:07.500 --> 00:13:20.320 Because I am a Professional Registered Parliamentarian, which is a top certification, I always request minutes from previous conference. 00:13:22.120 --> 00:13:37.230 I do this to ensure I have access to last conference's events, so if someone brings up something from the previous conference, I can check the minutes to verify what happened. 00:13:37.270 --> 00:13:40.970 If there was not anything documented in the minutes, then nothing happened. 00:13:40.970 --> 00:13:44.310 This documentation is crucial for my role as parliamentarian. 00:13:46.040 --> 00:13:58.350 At the same time, I will read their state's statutes that cover nonprofit organizations, their bylaws, and their policy procedures. 00:13:58.650 --> 00:14:08.400 This knowledge helps me advise presidents on meeting procedures and be prepared to answer questions. 00:14:08.400 --> 00:14:15.200 But again, I must have the copy of the minutes before the meeting. 00:14:15.200 --> 00:14:16.970 That is important. 00:14:17.440 --> 00:14:29.650 Education seems key, and many organizations would benefit from consulting a parliamentarian or lawyer. 00:14:31.450 --> 00:14:32.760 Yes. 00:14:33.720 --> 00:14:35.590 Thank you, Mark! 00:14:36.390 --> 00:14:38.230 Would you like to add anything else? 00:14:40.330 --> 00:14:46.170 I offer workshops on minute documentation, 00:14:46.170 --> 00:14:48.970 how to develop financial reports, 00:14:50.210 --> 00:14:52.980 explain the role and responsibilities of the board, 00:14:52.980 --> 00:14:55.440 the role of members, 00:14:55.440 --> 00:14:59.820 and can cover several different topics. 00:14:59.820 --> 00:15:04.190 Organizations can request training on specific topics. 00:15:05.350 --> 00:15:07.520 I would be willing to provide those. 00:15:08.090 --> 00:15:17.270 I recently received a request from someone who wanted me to provide a statewide workshop. 00:15:17.830 --> 00:15:24.210 I provided a list of different topics that can be chosen. 00:15:25.840 --> 00:15:27.940 That's something I'm working on now. 00:15:27.940 --> 00:15:37.320 I commend organizations seeking to learn at least the parliamentary basics such as knowing their rights as members. 00:15:40.490 --> 00:15:42.360 Education remains vital. 00:15:45.430 --> 00:15:46.860 Thank you, Mark. 00:15:46.860 --> 00:15:54.840 I really appreciate your willingness to explaining the purpose of meeting minutes' and its importance, 00:15:54.840 --> 00:16:02.980 the proper procedure for requesting minutes, and members' rights to these legal documents. 00:16:02.980 --> 00:16:12.820 and clarifying that those meeting minutes are not private information, but instead, are legal documents which is important to be understood by members to know that. 00:16:13.390 --> 00:16:20.500 You've explained about the role of the secretary which is to document what is required. 00:16:20.930 --> 00:16:26.540 Thank you for the clarification on why meeting minutes are so important. 00:16:26.540 --> 00:16:27.600 Thank you! 00:16:29.270 --> 00:16:30.740 You're welcome!