Felt’s Parliamentary Procedure/Minutes

by Orson B. Felt

Layout 2

MINUTES.

21. The minutes are the record of the doings of the assembly, as noted by the clerk or secretary, and ought to be approved or corrected, if necessary, at the next succeeding meeting. If the adjournment is without day, or if the next meeting will not occur for a long time, it is customary to have the minutes read for correction and approved before adjournment in order that the report may be corrected if necessary, while the transactions are fresh in the memory of the members.

Such corrections before approval should be only for the purpose of correcting errors of the secretary, and not for changing or attempting in any way to alter the record of the action of that meeting. Since the record is the legal evidence of the proceedings of the society it should be a correct transcript of what was done, no matter how objectionable.

If, however, it is found that an error has been made in the record it is in order at any time to correct it, even after approval, for there is no limit of time for such a correction.

22. If the society at a previous meeting had taken action which is found to be unwise or inexpedient the assembly should not expunge from the minutes the record of such action. It may, however, take steps toward rescinding or repealing, since if an error has been committed it may be rectified by another act, but the record should not falsified by striking out business that actually occurred, or by inserting business that did not occur. Therefore, if the assembly wishes to annul some action previously taken the proper course to pursue is to rescind the objectionable act. If, however, any improper motion has been made or improper or indecorous language used the assembly may at once order such motion or words expunged from the minutes.