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I am hoping to get some guidance on making corrections to meeting minutes. I have reviewed the answers available and have some questions that do not seem to be addressed yet
The OMA provides that the public body shall make any corrections in the minutes at the next meeting after the meeting to which the minutes refer and make approved minutes available for public inspection within 5 business days after the meeting at which the minutes are approved by the public body.
I also read that if minutes are not "approved" at the next meeting then the draft version is then approved.
Part 1, if the minutes are not approved at the next meeting and instead are tabled to the following meeting to give the board more time to propose changes, does that violate the statute?
Hypothetical example: Members of the board found numerous deficiencies and errors within the minutes that would take up too much time to handle that night and would need more time to look at so the board decided to deny the acceptance of the draft minutes (or not approve, or postpone approval, etc) and have corrections and additional information added to the draft and brought to the next meeting for approval. Is this an appropriate action or is there another way to accomplish this?
Part 2 of the question regarding minutes relates to corrections and additions to the draft minutes and how to properly make these changes. For example:
What is the proper procedure if the draft minutes lack a important detail or word in the motion which alters it meaning from what was stated in the motion at the meeting.
Hypothetical example 1: relating to what the draft minutes state was said in a MOTION : Assume that a motion is somewhat complex, was not pre-written and not read word for word exactly how the motion would appear in the minutes. The draft minutes are presented for approval at the next board meeting and the members agree that a pivotal word or detail was left off the draft and that it should be added to make the motion comply with what the members thought was actually said. Can a motion to approve the minutes with the inclusion of the word or information be made, or is there a different procedure for doing this?
Hypothetical example 2: relating to the draft minutes lacking detail to which the board feels is important: As in in the example above, the board feels that the draft minutes are lacking details that are important and decide that the additional information about what transpired at the meeting should be added. The board makes a motion to approve the minutes with the addition of the information. Is this the correct procedure?
Hypothetical example 3: relates to a situation where a board member or a few board members feel that the dreaft minutes do not accurately portray what was said or what happened at the meeting. For example, a member states that the motion as stated in the minutes is not what was said at the meeting and is inaccurate or misleading. What is the normal proceedure for handling the following situations:
Situation 1: There is no recording of the meeting to verify what was said but the member or members feel strongly that the minutes are inaccurate
Situation 2: There is a recording and the recording shows that the minutes do not accurately reflect what was said and the board agrees with this
Situation 3: There is a recording and the recording shows that the minutes do not accurately reflect what was said but the board refuses to consider changing the minutes to accurately reflect what was said
Any information you can provide would be greatly appreciated
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