I don't have a strong opinion about recording meetings but let me share a story:
Two years ago, our new PTO secretary was also a court reporter in her day job. She asked if it would be ok to just use her machine and I thought it would be brilliant. The members agreed. Well, the first meeting came and went and within one week we had printed minutes - 20 pages long with every single word of every single comment. The 2nd meeting was only 30 minutes long because everyone was afraid to talk. I know, I know, some of you are thinking "30 minutes - BONUS! Accurate minutes and short meetings." But no, it was terrible because no real work got done. She continued to use her machine to record the minutes but printed out a condensed (readable) version.
The fact is that once a meeting is called to order, every comment is on the record and open to public record. The reality is that some side conversations and tounge-in-cheek comments are made that never offically make it into the minutes. I guess I'm saying that I would worry that a recording device would stifle member participation.
Some people come into our lives and quickly go. Some stay for awhile and leave footprints on our hearts. And we are never, ever the same."
"The ultimate aim of karate lies not in victory or defeat but in the true perfection of one's character."
oops I didnt see your last post serendipity before I posted above -- ours is NOT a non profit PTO if that makes any difference I do not know.
In any event, our district heads tell us we are NOT under the public right to know laws. We therefore cannot tape meetings unless we take certain measures.
It hasnt been a problem. Entering notes directly into laptop during meetings eliminates the tedious transcription.
I think it behooves any organization to check with the lawyers before doing something that can have legal ramifications, or if there are questions. Part of good business practice, due diligence is.
Our PTO meetings definitely do NOT fall under the domain of open public meetings.
But each PTO and district and state is different - do your own research before doing something that might be against the laws of your state.
I disagree, monthly PTO meetingw are open public meetings and your minutes should be available to anyone who wants to look at them. I do agree that people should be aware that the meeting is being recorded, but I have yet to see any public non profit organization not have the ability to record their meetings as they are open to the public.
In some U. states you can record anything at will. In others, you must preadvise and get consent, or it is a felony offense.
If you live in a U State where you cant record others words at free will, you can make it SOP, put the procedure in the minutes, and announce it at the start of the meeting and make sure all are aware and agree. Best is to check with the district lawyer about how to handle in your particular state.
BTW public meetings such as school board meetings can be recorded. PTO meetings are not necessarily public. You have to check with the legal people and your groups status. That will determine if you fall under the right to know law and public domain and if you have to do anything special before you start recording attendees words, depending of course on the wire tapping laws in your state. Better to be safe than sorry. Ask the shcools lawyer or superintendent. Dont rely on the advice on these boards.
