RE: Summary of Board Minutes Proposal
Thanks Jill for your thoughtful outline.
Although I don't have a vote, I certainally feel it a great suggestion. Few
regular AIS members have any interest in this !
See you in SL.
RVP Region 2
From: "Jill Bonino" <email@example.com>
To: "AIS Discuss" <AISDiscuss@aisboard.org>
Subject: [AISdiscuss] Summary of Board Minutes Proposal
Date: Mon, 11 Apr 2005 09:38:53 -0700
Hi Board Members, Officers, Committee Chairs, RVP's and Section
Included in the body of this email is a proposal prepared by Bob Plank, AIS
Legal Advisor, about the benefits of our including a Summary of the AIS
Minutes in the Bulletin twice a year instead of the entire body of
minutes...This will save valuable Bulletin space and full and complete
will always be prepared and available to anyone who wants to read the
This will be on the agenda for the St. Louis Board meeting so please review
in advance and bring a copy of it with you to the Board meeting. If you
not be able to attend please send you comments through AISDiscuss so I can
include them in the Board Meeting discussion...
Substitution of a Concise Summary
In lieu of Full Minutes
In the BULLETIN
Ever since I became Recording Secretary, Bob has been bugging me to
an effort to eliminate from the January and July issues of the BULLETIN the
detailed minutes of Board meetings. In lieu thereof, he recommends much
concise reporting in the BULLETIN, with a more full account available upon
request. He argues that devotion of so much space in the BULLETIN in two
issues per year caters to the interests of too few members to justify the
added pages and cost.
Bob's position is not altogether original. I also got it from numerous
neophyte secretaries and recording secretaries under my tutorage who
questioned the need to publish so widely such elaborate and detailed
Heretofore I have resisted such urging, arguing for tradition, for
service to historians and policy wonks, and for homage to those whose
interests lie in the details of the inner workings of the society.
But times are a changing. Paper has become more and more expensive due to
global depletion of natural resources. Postage rates have soared. The AIS
looking hard for places to cut costs and improve needed services. AND the
internet has made convenient the dissemination of information in the form
attachments to e-mail virtually free of added labor and cost.
Accordingly, the Chair would entertain a motion essentially as follows:
Moved (effective with respect to the 2005 spring meeting),
That full minutes of the meetings of the AIS Board of Directors no longer
published in the BULLETIN;
In lieu thereof, that a concise standing article be published in the
twice a year providing highlights of the spring, fall, and interim actions
the Board of interest and/or importance to all members. The BULLETIN
shall be prepared by the Secretary (or Recording Secretary as the case may
concurrently with the preparation of the full minutes. The BULLETIN article
shall be coordinated, vetted, and approved in the same manner as the full
That full minutes of individual meetings be automatically and timely
by the Secretary to all Board members, officers, committee chairs,
administrative personnel, RVPs, and presidents of sections and cooperating
societies twice a year in the form of attachments to e-mail.
That full minutes be provided by the Secretary to all other persons
same of the Secretary at no cost in the form of attachments to e-mail.
with standing requests for full minutes shall be responsible to keep the
Secretary timely advised of address changes.
That back issues of electronic full minutes henceforth be provided by the
Librarian in BULLETIN format and size suitable for archiving and/or binding
all persons requesting same of the Librarian at no cost in the form of
attachments to e-mail.
That the Secretary, on a case by case basis, shall be allowed to exercise
discretion in providing an individually printed copy (no inventory
at full cost to the requesting party when no other alternative for the
requestor is feasible.
End of solicited motion.
In anticipation of concerns of voting Board members, Bob has researched
several issues that readily come to mind. He advises that nothing in the
is controlled by or counter to the AIS Articles of Incorporation. As to the
AIS Bylaws, they merely require that the Secretary keep minutes on file in
corporate office. Article VIII of the AIS Bylaws specifically require that
minutes be available to the AIS membership, or be printed in the AIS
General corporate law allows any director or member to view and copy
in the corporate office at reasonable times, or to otherwise obtain copies
the requestor's expense.
Should there be other legal requirements for publication of minutes in the
BULLETIN of which Bob is not aware, he further advises that in his opinion
publication of the more concise article in the BULLETIN would suffice for
legal purposes as proper minutes of the Board. This he believes is so
the hereinabove referred to "full minutes" far exceed the usual
for corporate minutes, although elaborate minutes have been the AIS
since long before I first became directly involved in the traditional
of AIS minutes.
CHAIR'S SOLICITATION OF A MOTION
Time is ripe. Adoption of such a policy, I believe, will allow the BULLETIN
better focus its pages on the real interests of the overwhelming majority
the members, yet continue to serve the legitimate special needs of all
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