Access to minutes – who can see board minutes and who can see ordinary meeting minutes?

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 and a range of legal issues may also need to be addressed.

An ordinary meeting of members should receive reports from the board of course, but the minutes of board meetings are generally only made available to the directors – the board members. This is not always the case though. Some boards, especially boards of small organisations, make their board minutes available to the general membership.

Minutes of ordinary meetings of the members should be made available to everyone and in today’s word of email, they should be available within 24 – 48 hours of the meeting – there is absolutely no reason why this cannot be done. Some organisations though, only send out minutes which are confirmed (at the next meeting) to people who were not at the meeting. But for people who attended the meeting, the minutes should be available within a day or two.

And so the answer to Kevin’s question is – the board minutes are for the board members generally. The ordinary meeting minutes are for everyone.

Please Note: The author accepts no responsibility for anything which occurs directly or indirectly as a result of using any of the suggestions or procedures detailed in this blog. All suggestions and procedures are provided in good faith as general guidelines only and should be used in conjunction with relevant legislation, constitutions, rules, laws, by-laws, and with reasonable judgement.

David Julian Price




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