* The correct form of the motion that the assembly adopted is exactly the wording stated by the chair when he put the question to a vote. The secretary correctly recorded the motion, and the member wished to amend it after the fact since it wasn't what he'd intended.The secretary incorrectly recorded the motion*, and the member was offering a correction to the minutes.my feeling is the amendment should have been recorded in the minutes of meeting two where it was actually amended.?įirst, I see two possible scenarios for the correction offered: I have since taken over the secretary duties and wish to know which is the correct procedure. When the minutes of the second meeting were read at the third meeting, the amendment was not included as it was taken back to the minutes of the first meeting and recorded there. At this point the motion was amended according to his written request and approved. At the next meeting the originator could not attend but supplied the secretary with the amendment to the motion to read according to his intention as he stated the motion was not written properly addressing his statement. The minutes of the first meeting were prepared by the secretary and sent out by email to be adopted at the next meeting. In any event, it seems to me to be another possible explanation which, I hope, ladyaudrey will clear up. That it was simply recorded wrong by the secretary. Which suggests the possibility that it wasn't. It seems to me he would have noticed that the motion was "wrong" at the first meeting. Perhaps the maker didn't realize the minutes could be corrected and, instead, made a motion to amend the previous motion. It's not clear to me if the error was in the adoption process or the recording process. The second sentence, " When read at the next weekly meeting, the originator of the motion advised it was not recorded and voted on as he intended," suggests, to me, that when the motion was read as part of the draft minutes the maker of that motion found it to be different than the one he made (or intended to make). The second sentence of the first post seems to indicate that the motion that was adopted at the first meeting is different than the amended version that was offered at the second meeting. So what was the nature of the mistake? Was the "wrong" motion adopted or was the adopted motion incorrectly recorded in the minutes submitted by the secretary for approval? That's the time for the maker of the motion (or any member) to say that that's not what was "intended". No "amending" is necessary.īut the minutes should record the motion as adopted that is, as stated by the chair when he puts the question to a vote. For example, if a motion was made and adopted to paint the clubhouse red but the minutes record a motion to paint the clubhouse blue, the minutes can be corrected (majority vote if there's any disagreement). If the motion created anything long-term (such as a standing rule), then if it's ever referenced, it should be in the amended form.Īt the second meeting, prior to the approval of the minutes of the first meeting, any member may suggest a correction. The minutes for the second meeting should include the motion to Amend Something Previously Adopted, describing the nature to the amendment. If that is what happened, the minutes for the first meeting should reflect the adoption of the motion in its original, unamended form. So the motion was approved, and he then moved a separate motion to amend the already adopted motion? It was, instead, an incidental main motion to Amend Something Previously Adopted, and it should be recorded as such, and it should be recorded in the minutes as having been adopted at the meeting at which it was actually adopted. Since the motion was already adopted at the previous meeting, the amendment that was offered and adopted was not the "standard" subsidiary motion to amend. Is it recorded at the second weekly meeting where it was presented and passed or does it revert back to the first weekly meeting and get recorded as an amendment there? If that is the case, is there any recording of it at the second My question is: where does the amendment get recorded. When read at the next weekly meeting, the originator of the motion advised it was not recorded and voted on as he intended. A motion was passed at one weekly meeting.
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