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Test Yourself
Questions Answers The intent of this column is to provide general answers or advice (not formal, official opinions) about the questions asked. The answers are based on the most recent edition of Robert’s Rules of Order Newly Revised, unless otherwise indicated, and do not take into account such governing authorities as statutes, bylaws, adopted special rules of order, other parliamentary authorities, or earlier editions, except as specifically mentioned. The abbreviations used in these questions and answers are explained in National Parliamentarian Vol. 81, No. 2, Winter 2020, p. 24. Questions should be emailed to npquestions@nap2.org.
Reports Attached to Minutes
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Question 17: I’m the newly elected secretary of a contentious club. Past minutes, as taken by different secretaries, vary. Some attach copies of officer and committee reports, some include the report in the body, and some just mention that a report was given. What’s the right practice? Answer: You are wise to seek consistent and correct practice. Robert’s Rules of Order Newly Revised, 12th Edition (RONR) is an essential tool for any conscientious secretary, as it contains the rules for drafting (see RONR (12th ed.) 48:2-7), and for approving minutes of a meeting, RONR (12th ed.) 41:9, as well as sample minutes (see RONR (12th ed.), 48:8). For regular meetings, if the assembly is small, the complete substance of oral committee reports, which should be brief, are included in the minutes. RONR (12th ed.) 48:4(8) and 51:60. The treasurer’s report may be simply a verbal statement of the cash balance on hand or the balance minus outstanding obligations. RONR 48:20. In larger assemblies, committee reports should be submitted in writing and may be attached to the minutes. RONR (12th ed.) 51:23. When voting is by ballot, the complete tellers’ report is included in the minutes. RONR (12th ed.) 48:5(1)(b). When a committee report is of great importance or should be recorded to show the legislative history of an issue, the assembly can order that it be “entered in the minutes.” In this case, the secretary either incorporates the entire report or attaches it. RONR (12th ed.) 48:5(5). www.parliamentarians.org 31
