The next time you find yourself at a meeting questioning procedure, remember to first ask what type of group you are working with and what rules they are required to follow! 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 (RONR (11th ed.), p. When the minutes are approved, the word “Approved,” with the secretary’s initials and the date, should be written below them. If the board has no corrections to make or does not vote to approve them, the draft minutes become “final” at that meeting.Ĭontrarily, if the board is not a public body, the minutes still do not require a motion for approval, but can in fact be changed at any time even after approval. For public bodies, this is the only opportunity to change minutes. OMA also states that a public body shall make any corrections in the minutes at the next meeting after the meeting to which the minutes refer. The agenda item can then also serve as a reminder that minutes must be prepared and available to the public. A general recommendation is for boards to include “approval of minutes” as an agenda item. OMA does not require an actual vote to approve minutes, but it is important that minutes be accurate and complete. In this case, The State of Michigan Open Meetings Act (OMA) is a statute that supersedes Roberts Rules.
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