Correcting minutes, not as easy as you might think

How to correct minutes when not everyone agrees.

Many questions about parliamentary procedure are directed to Michigan State Univeristy Extension on a regular basis. Those individuals who help answer those questions often subscribe to resources to help keep their skills intact. One such resource is The National Association of Parliamentarians (NAP). The National Parliamentarian is NAP’s official publication. Published four times per year, each issue of the NP provides readers with insightful, up-to-date information on parliamentary procedure and how it is applied to a variety of situations and needs. Subscriptions are included in NAP membership. An annual subscription may also be purchased online, or by contacting NAP by e-mail at .(JavaScript must be enabled to view this email address) or phone at (888) 627-2929.

A discussion in the Volume 76 No. 1 First Quarter 2015 issue of The National Parliamentarian page 21 highlights a question asked by a member:

“If a correction is offered to the minutes of the prior meeting but the majority of the committee does not accept the correction, does this rejection of this correction become part of the minutes of the next meeting?”

The response is that when a correction to the minutes is offered and lost, no mention of this is made in the minutes. If one or more corrections are adopted, the minutes of the current meeting should state, “ The minutes of the last meeting were read and approved as corrected.” If no correction was made, the current minutes should state, “The minutes of the last meeting were read and approved (The National Parliamentarian Volume 76 No. 1 First Quarter 2015 pg. 21).”

More information can be found on components of meeting minutes at this article Components of Meeting Minutes, I’ve been elected as secretary, now what. There is also an example of minutes at this article titled Sample Meeting Minutes according to Robert’s Rules of Order Newly Revised.

The Michigan State University Extension Government and Public Policy team offers training for elected and appointed officials for improved effectiveness in several areas, including various public policy issues and effects of government programs, regulation, incentives, strategies and more. By working together with local elected and appointed officials, and interested citizens, MSU Extension is able to provide education on critical local and state issues. The Michigan State University Extension Government and Public Policy team also offers professional training in parliamentary procedure. To contact an expert in your area, visit MSU Extension’s expert search system or call 888-MSUE4MI (888-678-3464). 

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