Parliamentary Procedure Q&A
Q:
Our national bylaws state that "All meetings shall be governed by the National Bylaws, Standing Rules, and then by Robert's Rules of Order, Newly Revised, Current Edition."
Our national bylaws require that "the secretary shall record the proceedings of all meetings and the Board of Directors in bound ledgers."
Is there any legal or parliamentary reason why our minutes must be handwritten in a bound book?
We already type our minutes to be printed and mailed to all members.
If we change our bylaws by striking "in bound ledgers," could we then use the typed minutes as the official record?
- L.V.P., Nov. 3, 1999
A:
Not being an attorney, I cannot comment on the legalities.
You may wish to consult an attorney familiar with the laws of your state.
From the parliamentary perspective,
- There is no reason the minutes must be handwritten; typed is fine.
- The ledgers could simply be a collection of typed minutes, bound in three-ring binders.
A "ledger" is a "record-book" or collection of records, and does not necessarily imply a permanently bound book.
- It's good practice that there be an "official" version of the minutes kept by the secretary (even if every member receives a copy) because the members have no obligation to keep these minutes in perpetuum.
You may have need to refer to the minutes of a meeting six years ago, for example.
Newer members and probably older members would not have a copy of those minutes.
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