![]() Hypothetical example 1: relating to what the draft minutes state was said in a MOTION : Assume that a motion is somewhat complex, was not pre-written and not read word for word exactly how the motion would appear in the minutes. What is the proper procedure if the draft minutes lack a important detail or word in the motion which alters it meaning from what was stated in the motion at the meeting. Part 2 of the question regarding minutes relates to corrections and additions to the draft minutes and how to properly make these changes. ![]() Is this an appropriate action or is there another way to accomplish this? Hypothetical example: Members of the board found numerous deficiencies and errors within the minutes that would take up too much time to handle that night and would need more time to look at so the board decided to deny the acceptance of the draft minutes (or not approve, or postpone approval, etc) and have corrections and additional information added to the draft and brought to the next meeting for approval. Part 1, if the minutes are not approved at the next meeting and instead are tabled to the following meeting to give the board more time to propose changes, does that violate the statute? I also read that if minutes are not "approved" at the next meeting then the draft version is then approved. The OMA provides that the public body shall make any corrections in the minutes at the next meeting after the meeting to which the minutes refer and make approved minutes available for public inspection within 5 business days after the meeting at which the minutes are approved by the public body. I have reviewed the answers available and have some questions that do not seem to be addressed yet ![]() The final decision is up to the assembly.I am hoping to get some guidance on making corrections to meeting minutes. In such a case, I believe it would be appropriate for that member to ask that the minutes reflect that he voted "no" on the matter. Even if your organization is not incorporated, it may be that this person is concerned about liability or other repercussions and that is the reason he wants his vote noted in the minutes. I asked if this was a board of directors and whether you are incorporated because some state corporation statutes, like Louisiana's, provide that a director shall not be liable for a prohibited act if he was absent from the meeting at which the action was authorized or if he dissented "and his dissent therefrom was either noted in the minutes of the meeting or filed promptly thereafter in the registered office of the corporation". Usually the request is made at the time of the vote. Having the minutes reflect how an individual voted is not usually done unless it is a roll call vote, but it can be done with the consent of the assembly. The minutes may be amended at any time, even months or years after the fact. It will take a two-thirds vote to do that unless there was previous notice of the proposed amendment. ![]() ![]() If the minutes have already been approved, then correcting (or amending) them should be accomplished using the Motion to Amend Something Previously Adopted that you referred to. If they have not yet been approved, that change can be made by unanimous consent or with a majority vote if there is an objection. If the minutes have not yet been approved, that member should move to have the minutes reflect that he voted no when the minutes come up for approval. Kathy, three questions: First, have the minutes from that meeting been approved? Second, is this a board of directors (or equivalent)? Third, is this organization incorporated? ![]()
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