Alteration to Minutes

[officepa]

Hi - would appreciate advice from someone who has been in this situation please.

I have issued Minutes that were approved by the Chair of the meeting.  However, one of the attendees has come back to me to say that what I recorded was not what he said exactly.  Not a major difference but he is saying I used a word that was not said by him (the word he said he used was recorded) but he feels I have used two words and should only have used one.

I will need to approach the Chair to make him aware of this point raised, but I am certain the word I included was used.  Is it for the Chair to say re-issue to please him or just make a note of this point raised?

[gee4]

Usually at the next meeting the Chair would ask attendees if the previous circulated minutes were an accurate record.  At that point the person in question can propose an amendment.  The Chair would then ask attendees for approval and if agreed, the amendment is minuted for reference.

That's how I have handled it but depends if the minutes are recorded verbatim or if they are just a summary of the meeting.

[officepa]

Thanks Gee - Minutes are only a summary (albeit rather long as such a long meeting with lots of topics).  Your suggestion for Minutes to be raised at next meeting (although this will not be for about 2 months) seems an excellent approach - this is not done usually. Never had Minutes questioned before - always a first I suppose!!

[gee4]

No problem.  I have had this happen at a quarterly meeting.  I just passed the issue to the Chair, we added it to the agenda for the next meeting, and it was discussed there.

If the minutes have been circulated I would wait until the next meeting to address this.

Seems a bit petty for a few words.  I could look over it if budget figures were inaccurate for example.

Anyway good luck.

[Jackie G]

If the Chair approves the draft minutes, it's up to the full committee to approve or not.  The member should raise at the next meeting and then you amend in whatever way you do that - either by minuting and leaving the original set as is, or a wholesale amend if it warrants it.

Check with your chair and see what s/he says, but the above should be the norm.

Jackie, Peer Moderator

[rose.winter1980]

I quite agree.  I would just listen patiently to these extra-meeting corrections and politely steer the person in the direction of making a correction at the next meeting.  And then I would inform the Chairman of the Committee/meeting.

Winter Rose

Laugh long, sing loud and dance when you get the chance