JHB,

As Co-Pres this year I have used the "Motion for Unanimous Consent" phrase as often as I thought appropriate. Until this thread I didn't think it appropriate for reading the minutes (but I do now!).

We also just have everyone read the minutes as they come in. Then when the meeting starts, I'll ask someone to make a motion to accept the minutes as written, if accepted, I ask for someone to second the motion, then all in favor. If adjustments are needed, we adjust them, then go for a second for the amended minutes.

Originally posted by my3strongtikes:
We don't have our secretary read the minutes we tell parents as everyone is coming in to read them and then we either approve or change at that time on the agenda. We have never had a problem as of yet with this method.

Cindy

We distribute (sometimes earlier than meeeting then also do the above to save on time. Then change on agenda and amend the minutes that are posted at school and on the website

[ 06-20-2006, 05:17 AM: Message edited by: Shawn ]

Phil - if you think they might be hesitant (why, I can't imagine), you can make it a formal motion to "dispense with the reading of the minutes".
In fact, if you want to speed things up further, your president should be using "general consent" for non-controversial items.

The typical scenario for any actionable item is:
Motion made, motion seconded, Chair restates motion, discussion, vote, chair states results.

The chair skips all that by starting the with:

If there is no objection...

If anyone objects, you have to go back to the regular process on whatever item was mentioned. If not, the item is accepted as stated. (Note - only the chair can wield that phrase.)

In this case, the magic words would be: If there is no objection, we will dispense with reading of the minutes.

Or, as a member, you could even "move that we dispense with the reading of the minutes".

But definitely make sure your President is using "general consent" on trivial items. It speeds things up.

[ 06-19-2006, 05:03 PM: Message edited by: JHB ]

JHB,

Thanks for your post. We read the minutes verbally before asking for any "errors or omissions". It has taken a ton of time. Every board asks if we can cut down the time, but no board has taken the steps to do it (even after complaints from the membership that meetings "take too long").

We have a new board for next year. Since you say that some of the orgs you belong to are "very formal procedurally" and they don't actually read the minutes, I will suggest we take similar shortcuts starting next year.

Good topic!

I serve on two PTOs plus countless work and volunteer committees - some of which are very formal procedurally.

In none do we read the minutes verbally. Everyone is provided a copy either by email or in print. Some of my meetings strictly ask for changes/approval. Some might use the minutes as an opportunity for a BRIEF recap of the previous meeting for any who might have been absent - then asking for changes/approval.

Either way works, but if you recap the minutes, be careful not to get off onto discussions or tangents outside of approving the minutes.

You might need those discussions to fill someone in or define next steps, but AFTER the minutes are approved.