It is not easy to change the minutes of a meeting

Board Governance Services

An interesting case is now “leaked” from a music club in Lower Saxony. The chairman of the organization did not agree with the signed meeting minutes of his secretary, declared it invalid and wrote a new one without further ado. But it does not go so simply in practice!

A minutes of a meeting has the task to give for the for all the board members involved in the meeting and not involved a secured overview of the seized resolutions.

Therefore the minutes – if your organization statute does not read differently
The minutes were signed by the chairman of the meeting and the secretary. It must always be clear who signed which function!

The responsibility for the minutes lies essentially with the chairman of the meeting, who must also ensure that minutes are drawn up as quickly as possible by the secretary or other representatives.

Once the minutes have been signed, a change is no longer possible without further notice! This requires the signature of all signatories. In such a case, you must also make a separate note about the change. Also this change must be signed again by the leader concerned and the minute-keeper.

Specifically: If the minutes have already been signed by the secretary and the chairman of the meeting, as in the present case, you as the first chairman can no longer change them without authorization. If you yourself were the chairman of the meeting, a change is also not possible without the consent and signature of the secretary. You must both agree to the change. If the minute-taker is against an amendment, you cannot do anything about the minutes and only have the opportunity to raise your objections to the minutes at the next meeting.

Do not forget to look into the statutes

Whether board members and thus also you as chairman have a right to correction of the minutes, however, usually also results from the statutes. If there are no clear regulations, this applies:

If the minutes contain exposing or discriminatory statements about a member, this member may demand an amendment.
Even if statements made by participants at the meeting that they have not made are reflected in the minutes, a change may be requested if corresponding evidence is provided.

Published by Dave John

Decade of work experience in leadership consulting with strong focus on talent acquisition & assessment across different industries and geographies.

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