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