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Which minutes are tabled at an AGM? When are committee meeting minutes tabled?
I have received this double-barrelled question from Gloria in South Australia: Is it only the previous years AGM minutes that are tabled at an AGM. We have minutes from committee meetings that haven’t been tabled yet, are they tabled at the first meeting of the new committee.  The minutes that are tabled at an AGM are those of the previous AGM or, if there has been a Special General Meeting (SGM) often called an Extraordinary General Meeting (EGM), then the minutes of that general meeting are tabled. The minutes of committee meetings... 

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What gets recorded in the minutes when a Point of Order is made?
I have received a question from Steven in the USA. When a point of order has been made, should it or may I have it documented in the meeting minutes along with the names of the members that were in violation and causing the point of order to be raised in the first place? The answer is probably not what Steven wants to hear. Points of Order are not recorded in the minutes. A point of order is simply drawing to the attention of the chair and the meeting, to something which is incorrect or inappropriate procedurally – that is a rule has... 

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Who should apologies be sent to – the secretary or the chair or who?
Alan is a new subscriber and has asked this question: As secretary, I send out requests for agenda items for our monthly meetings, and then an agenda. To whom should apologies be sent? I think as the person sending out the call and agenda for the meeting, that apologies should be sent back to me. Or is it to the President/ Chairman?  Thanks Alan The answer it does not really matter. Apologies can be tendered at the meeting itself by a person who has been asked to give apologies for another member, or in advance. You can argue that it is polite... 

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Which minutes are tabled at a Special General Meeting?
I have received this question from a subscriber – Which minutes are tabled at a Special General Meeting? Sounds like a tricky question doesn’t it? The issue is easy to understand when you understand the meaning of a “general” meeting. There are really only two types of “general meeting” – the Annual General Meeting and the Special General Meeting (SGM) which is sometimes called an Extraordinary General Meeting (EGM). If the meeting is a “general meeting” as opposed to an ordinary or regular meeting, then the minutes... 

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Can a motion passed at a general meeting be overridden by the Board of Management?
A question has been asked by Judith from Pomona in Queensland: Can a motion passed at a general meeting of members of an incorporated club be overridden by the Board of Management of the same club? There are only two circumstances I can think of where a Board of Management could override a motion passed at a general meeting – and they are a) when the motion either cannot be implemented or, b) it is illegal. Otherwise, the Board of Management has no power to override a motion passed at a general meeting provided that when you say a general... 

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When should the minutes of an AGM be sent or made available?
A question has been received from Lance, in Port Elizabeth, a South African subscriber about the minutes of an AGM. The minutes of the AGM are approved as an accurate record at the next AGM and this causes some confusion because some minute takers think, therefore, that they do not have to distribute the minutes until then – a year later! This is incorrect. Even though the minutes don’t get approved until the next AGM, they should still be distributed or, at the very least, be made available on request, within a few days of the... 

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Casting Votes – when and how to use them
Casting votes is an issue that has come up recently with a client. They sound simple but there is a little bit behind them. Firstly, casting votes are sometimes called “second votes”. They occur when a vote is taken in a meeting and there is an equal number of votes in favour as there is against. Does your constitution allow a casting vote? The first thing you must know is whether your constitution allows a casting vote to be exercised by the person in the chair. You MUST find that out before anything. Many organisations allow... 

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Can I raise a point of order even during the announcements?
I have been asked this question by a subscriber in the Philippines. Can I raise a point of order even during the announcement of other activities? A point of order is only raised when a procedure or protocol is incorrect and you are drawing the chair’s attention to it. I suggest you look at prevuious posts about points of order: https://tinyurl.com/ya4k6kd6 It would be unusual for a  point of order during announcements unless some of the announcements were confidential or inappropriate. Please Note: The author accepts no responsibility... 

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As a member, can I see the committee minutes?
I have received a question from a subscriber in the United Kingdom. I have asked to see the minutes of a committee meeting of our local sports club. I am a member. They are not normally distributed however they have sent me a copy but it is not the version that was approved at a committee meeting. It is a heavily edited version that was altered by the chairman and the secretary without the approval of the committee. Is this an acceptable practice? Absolutely not – this is not an acceptable practice! The chair and the secretary should... 

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When and by whom should the minutes of an AGM be signed?
Richard from Australia has made a comment and asked this question: In an answer to Carmen you said “The AGM minutes only need to be signed by the chairman. There is absolutely no harm in the minute taker signing too and that may be good practice.” My questions are, 1) WHEN should they be signed by the Chairman? That is, before they are distributed to members or at the following AGM and 2) Is the Chairman you refer to the Chairman of the AGM to which the Minutes refer or the Chairman of the following AGM? Richard’s comment... 

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