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Can a disciplinary board rescind a motion moved by another board?
http://masterofmeetings.com/wp-content/uploads/2017/03/Disciplinary-board-decisions.mp3 Keith from Bathurst in New South Wales has asked this question: A motion that has been moved to ban a competitor from an event.  A letter has been written to our disciplinary board and the motion was then rescinded at the next meeting.  Is this correct, the board has not yet met regarding the letter.This tricky to answer accurately without more information and I have had to make some auumptions. But based on the information we have in the question, there... 

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Do reports for an AGM need to be sent with the notice of the meeting?
http://masterofmeetings.com/wp-content/uploads/2017/03/Do-reports-for-an-AGM-need-to-be-sent-with-the-notice.mp3 Natalie from New Zealand has asked this question. She asks:  I understand that 2 weeks notice should be given before an AGM.  Is it necessary for the reports that will be presented to the AGM be available 2 weeks in advance? (For a small organisation) Should notices of motion be presented 2 weeks in advance, especially if they are to affect the governance of the same organisation? Should such motions be rejected/delayed if they... 

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Is it essential to have an independent chairperson at an AGM changeover
http://masterofmeetings.com/wp-content/uploads/2017/03/Do-you-need-an-independent-chair-at-an-AGM.mp3 This question has come from John, in Australia It is not necessary to have an independent chairperson unless a) your rules dictate it; or, b) it is the custom of your organisation. Even if it is the custom, there is no need necessarily. If however there are any contentious issues coming up at the AGM, it may be wise to have independent chairperson. Independent chairs are great whenever there is conflict, or totally opposing factions, or where... 

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Fact or Opinion – The crucial distinction for good decision making
http://masterofmeetings.com/wp-content/uploads/2017/03/Fact-or-Opinion.mp3 It’s been calculated that the “average” adult makes 35,000 decisions every day. It seems a bit high to me  but who am I to argue with esteemed researchers. But let’s be a little more realistic and find a number we can comprehend more easily. Let’s say that at work, the average person makes between 50 and 200 decisions every day. Many people will of course make more, and some will make less but 50 – 200 is, I think, a manageable number for us to talk about. Every... 

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Can a monthly meeting rescind a motion passed at an AGM
http://masterofmeetings.com/wp-content/uploads/2017/03/Can-a-monthly-meeting-rescind-an-agm-motion.mp3 Dellys from Mackay in Australia has asked this question: Can a motion passed at an AGM attended by 50 people be rescinded 6 months later at a monthly meeting of 10 or less? The short answer is no. AGM’s are “General” meetings. They are meetings of the entire membership. The business conducted at an AGM is quite different from the business conducted at a monthly meeting. Notice must be give of all the substantive decisions... 

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Elections were not held according to the rules – what can I do?
http://masterofmeetings.com/wp-content/uploads/2017/03/Rescision-and-breaking-rules-for-election.mp3 Max from Tasmania has asked this question: A motion was passed at a recent meeting and has been acted on.  My question is it appears that I cannot rescind the motion. What can I do as the election was not held in accordance with all directions, rules and regulations.  There are two questions here. The first is on the rescission of motions. If the motion has been acted on, there is no point in rescinding the motion – it will achieve... 

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Must regrets/apologies and absence be recorded in meeting minutes? Is it acceptable to record only those present?
http://masterofmeetings.com/wp-content/uploads/2017/03/Must-regrets-and-absence-be-recorded-in-the-minutes.mp3 Angela from Windsor, Ontario in Canada has asked this question. The only things that generally need to be recorded in minutes are those in attendance and those who have offered an apology. Regrets and absence have no place in the minutes. But there is a sting in the tail. Apologies are only people who have asked for the apologies to be recorded. They are not, a list of people who are not there. Nor is it appropriate for someone to... 

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Is it legal for a minute taker to use a voice recorder to record a meeting instead of taking notes?
http://masterofmeetings.com/wp-content/uploads/2017/03/Is-it-legal-to-record-minutes.mp3 Leanne from Australia has asked this question: Is it legal for a secretary to use a voice  recorder (phone) to record a meeting instead of taking notes? I , as the Chair, don’t like this idea and feel that it might be in breach of confidentiality. Legality is not the issue here. There are two more relevant issues. One is appropriateness or propriety, the other is efficiency. There is though, some legislation that actually dictates that minutes... 

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Access to minutes – who can see board minutes and who can see ordinary meeting minutes?
http://masterofmeetings.com/wp-content/uploads/2017/03/Access-to-Minutes-March-2017.mp3 Kevin from Fresno in the USA has asked this question. This is very similar to a post I made a couple of weeks ago, but has a different emphasis There is a large distinction between the operation and deliberations of a board, and an ordinary meeting of members. A board is tasked with setting budgets, considering and setting priorities, and making decisions for the operation and the strategy for the organisation. It may also have to manage staffing issues... 

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Who can withdraw a motion that has been moved?
http://masterofmeetings.com/wp-content/uploads/2017/03/Withdrawing-a-motion.mp3 Tony from Subiaco has asked this question. The answer confuses some people but it is in fact very simple. Once a motion has been moved and accepted by the chair, the motion is the property of the meeting. It no longer “belongs” to the person who moved it. And so, if a mover of a motion wants to withdraw the motion after it has been accepted, they have no right to do so as it is no longer their “property” – it belongs to the meeting... 

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