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Confirming minutes when the people are no longer around
Peter has asked the following question: How do minutes become confirmed if the persons present at the meeting when a decision was adopted are no longer in attendance? This is a really common question and the answer sounds weird, but it is nevertheless the answer! The scenario is that at meeting1 certain people are in attendance and the minutes are written. At meeting 2, some (or possibly all) of the people who were at meeting 1, are absent. The minutes of meeting1 are to be confirmed at meeting 2. Anyone can in fact move or second the confirmation... 

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Incorrect use of your name in minutes
Jackie has asked the following question: Last year’s agm mintues have been sent out for a meeting later this month.  My name has been used for proposing items when I did not.  What can I do about it? There are two things you can do. The first is attend the AGM and when the minutes are confirmed, stand and point out that you did not propose certain items and insist that the minutes be amended to reflect that. The problem that may cause, is that the meeting may not recall who did propose the items. If they cannot recall, then that is still... 

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Casting votes – a tricky issue
Lee has written the following question: What happens when the ‘status quo’ is ambiguous? In this example half of a committee thinks a committee member is not eligible (to attend) while half think they are. This is an interesting question. The issue is about what constitutes the status quo and the reason that is important is that it is always wise, when exercising a casting vote, to rule to preserve the status quo. In this case, I would consider, if I were in the chair, that the status quo would be to not allow the person to participate.... 

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Ordinary and Special meetings
Tepora Wright has asked the following question: What is the difference between an ordinary meeting and a special meeting? The best way to think of an ordinary meeting is one which you have regularly, like a monthly meeting held on the 2nd Monday of the month for instance. These meetings are where the general running of the organisation takes place. A “Special Meeting” is usually one where there is an important issue to discuss which requires notice to be given to all the members. General  meetings are usually one of two types –... 

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What minutes do you table at a Special Meeting
Tepora Wright has asked the following question: Do you have to table minutes of an ordinary meeting at a special meeting? I hate being pedantic, but it does depend on what you mean by a “special meeting”. I’ll explain what I mean. If you have a meeting that is outside the regular timetable, for instance, on the 3rd Monday instead of  the 4th Monday, some people call that a “speacial meeting”. It’s not really a special meeting. it’s just that the day you meet has changed. If you have an additional meeting,... 

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Rescinding a motion 18 years later
I  have received the following question: “In the absence of a constitution, can a motion passed at an AGM be rescinded 18 years later by a committee meeting with a 100% vote?” The absence of a constitution is not the issue. The time period and whether action has been taken are the issues. To rescind anything after 18 years is a very odd thing to need to do. If there has been action taken as result of the decision 18 years ago, then it is illogical to rescind any motion – the action has been taken! It is probably better to put a complete;y... 

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Minutes of an AGM cannot be found
Bon has asked the following question: What can you do if you are unable to locate the preceding AGM minutes due to poor record keeping and changeover of staff? The financial statements are available but the ensuing discussions are not recorded. Can we table a summary of items discussed at the preceeding AGM in place of the item, Minutes of the [year before] AGM? The answer is really in the question. The reality is that if the minutes cannot be found, then they can’t be presented. Your suggestion to present a summary of items is a good one. If... 

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Rescinding motions – Some tricky things to know
In a reply to my post about rescission motions, Jason from Victoria has added some really good comments. Thanks Jason. Jason says: “in some cases, recission motions are not valid for a period of time after the substantive motion has passed (eg for the rest of the same meeting; for the remainder of the day; etc). also, in some cases, a recission motion is not in order until a motion to reconsider the substantive motion has been proposed and carried.” Jason is exactly correct, which highlights the need to know the legislation or constitution... 

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Reading minutes at an Annual General Meeting (AGM)
Sybille from Queensland has asked the following question: Do you actually have to read the minutes from the previous year’s AGM at the next AGM so they can get approved? I assume you mean by read,  ”read aloud”.  If you do, then this is a practice that (thankfully) died decades ago. In today’s world of photocopying and email, the minutes can be sent to everyone or a copy can be given to everyone at the meeting.  Then the motion to approve the minutes can be moved and put to the vote. The essential thing is that people... 

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Which minutes are approved at a Special General Meeting or an AGM when there has previously been an SGM?
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 which are approved are those of the last general meeting. So if you have an AGM, and... 

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