RE: Approval of corrected minutes

[cheryl deaton <c95039e11@rewrite.aisboard.org>]

As the Acting Recording Secretary for the St. Louis Convention, I know how
difficult it is to record what is said accurately while listening to the
tapes, which is why others review the transcript before it is submitted for
approval.  At each meeting there are two tape recorders in operation so that
if one stops working, the other one will pick up the dialog.  I don't think
anyone is disputing the need to correct typos, but to change the wording as it
is recorded on the tapes just to make something "grammatically" correct is
ludicrous.  If we don't say it "grammatically" correct, who really cares?  It
is recorded as it was said, as it is ON RECORD, which is why we keep the
tapes.  To change something that was said is really a falsification, and do we
want to be known as an organization that does something like this, just to
make it "grammatically" correct?
Cheryl Deaton

> Date: Wed, 25 Jun 2014 16:45:25 -0400
> To: aisdiscuss@aisboard.org
> Subject: Re: [AISdiscuss] Approval of corrected minutes
> From: 101d@rewrite.aisboard.org
>
> We are all most grateful to have such a dedicated and unselfish person
> serving in this important capacity for AIS. All the motions are
> accurately recorded and the discussions, many times lengthy and
> involved, are condensed correctly. No one realizes how many hours of
> work this takes. Thank you, Susan, for this service to the Board and to
> AIS. You know the importance of having names spelled correctly and
> everything in order. Therefore, I'm sure you would not want any
> typographical errors to appear in the Board Minutes online or anywhere.
>
> This motion simply corrects the "minor" errors that for some reason
> escaped notice in prior readings. No one questions any information
> recorded in motions or recountings of reports or discussions. These
> corrections would continue the reputation for accuracy that our
> Recording Secretary has. The motion was made to assist with that accuracy.
>
> Susan Grigg
>
>
> On 6/24/2014 2:54 PM, Susan Boyce wrote:
> > Hi all,
> >     Since I am the Recording Secretary, I feel that I must respond.
> >     First, since I AM the Recording Secretary, I take great pride in the
work
> > that I do.  I have served AIS for 8 plus years in this position, and I
have
> > done the board meeting minutes for 17 Board meetings.  I strive to
honestly
> > and accurately report the conversations and events that take place at the
> > board meetings.  When I work on the board meeting minutes, I follow the
tapes
> > very closely for what was said. I listen and re-listen to the tapes
several
> > times.  At times I have re-listened to specific parts of the tapes 8 or 9
or
> > even 10 times to insure that I accurately type what was said.   I was
taught
> > by Jeanne Clay Plank, who was a recording secretary for AIS for a couple
of
> > years, and she was taught by Claire Barr, who was also the recording
secretary
> > for the AIS for several years.
> >     Second, after the Fall 2013 board meeting minutes were finished and
proof
> > read by 3 different people, I sent them to Jim Morris, who had them in
his
> > possession for 5 weeks, reading them and re-reading them for correctness
and
> > making corrections.  He returned them to me, I made the corrections and
> > submitted them to be posted on the AIS Website.  At the Spring 2014 Board
> > meeting, no corrections were made and Motion #3 "Approve Fall minutes as
> > published on the website", was passed by all.  A couple of days after I
got
> > home from the convention, I was surprised to find an email from President
> > Morris with these new additional corrections.  I have studied these new
> > additional corrections and I found only 2 minor typographical errors which
did
> > not change the meaning of the word, or the meaning of a sentence.  The
other
> > corrections are what I consider "cosmetic corrections".
> >     Third, in Susan Grigg's quotation of Robert's Rules of Order, "If the
> > existence of an error or material omission in the minutes becomes
reasonably
> > established after their approval -- even many years later -- the minutes
can
> > then be corrected by means of the motion.....".   The 2013 Fall meeting
> > minutes did not have material omission errors, nor did they have any
errors of
> > information presented.  These "cosmetic corrections" do not meet the
criteria
> > set forth in Robert's Rules of Order for meeting minutes to be corrected.
> > Therefore this motion under consideration is not valid under Robert's
Rules of
> > Order.
> > Susan Boyce
> > AIS Recording Secretary
> >
> >> Date: Mon, 23 Jun 2014 17:48:18 -0400
> >> To: aisdiscuss@aisboard.org
> >> Subject: Re: [AISdiscuss] Approval of correxted minutes
> >> From: 101d@rewrite.aisboard.org
> >>
> >> Please note that Robert's Rules of Order, Newly Revised does allow for
> >> correction of minutes, even years after their approval. See below:
> >>
> >> " If the existence of an error or material omission in the minutes
> >> becomes reasonably established after their approval -- even many years
> >> later -- the minutes can then be corrected by means of the motion
> >> to/Amend Something Previously Adopted/, which requires a two-thirds
> >> vote, or a majority vote with notice, or the vote of a majority of the
> >> entire membership, or unanimous consent."
> >>
> >> I believe that ". . .the vote of a majority of the entire membership. .
."
> > in this case means the entire membership of the Board, not the entire
> > membership of the AIS.
> >> If you will read carefully Secretary Snyder's attachment of 5/16/2014,
> >> the changes to the Minutes of November 2013 are for spelling and grammar
> >> and will not change any actions taken by the AIS Board. These changes
> >> that President Morris and I hope to make are simply to present AIS in
> >> the best possible light online. Since these Minutes represent AIS to the
> >> membership and to visitors to our website, why not have them reflect the
> >> professionalism of our organization?
> >>
> >> If the Board prefers I will amend my motion to "That the Board Minutes
> >> of November 2013 approved in April 2014 be amended to reflect the
> >> corrections sent as an attachment by Secretary Snyder on 5/16/14."
> >>
> >> Susan Grigg
> >>
> >> On 6/23/2014 3:42 PM, Ron Killingsworth wrote:
> >>> Even if "Robert's Rules" states we can not amend the minutes once they
> >>> have been officially approved, we can still do it, the rules are
> >>> simply guidelines.  They can be suspended at the will of the board.
> >>> It appears to be important that we get the minutes corrected and the
> >>> approved minutes were not entirely correct.  The secretary could
> >>> attach or append and explanation of necessary.
> >>> I'm for getting the record straight even if "Robert's Rules" frowns on
> >>> such actions.
> >>> Ron Killingsworth, Director
> >>>
> >>>
> >>> On 6/23/2014 14:24, Michelle Snyder wrote:
> >>>> Susan Grigg moved and Bob Pries seconded the below motion.   As such
> >>>> it is now out for discussion.
> >>>>
> >>>> "That the corrected minutes sent as an attachment by Secretary Snyder
> >>>> on 5/16/2014 be approved."
> >>>>
> >>>> Michelle
> >>>>
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