I have received a question from Steven in the USA.
When a point of order has been made, should it or may I have it documented in the meeting minutes along with the names of the members that were in violation and causing the point of order to be raised in the first place?
The answer is probably not what Steven wants to hear. Points of Order are not recorded in the minutes. A point of order is simply drawing to the attention of the chair and the meeting, to something which is incorrect or inappropriate procedurally – that is a rule has been broken, or something in running the meeting has been done incorrectly. It is not a decision of the group or the assembly. Logically, the reason is also not recorded.
In Steven’s specific question, the names of the people in his words, “in violation” are not recorded and doing so may leave you open to very messy legal action. Within reason, the less that is recorded in the minutes, the safer you are.
Please Note: The author accepts no responsibility for anything which occurs directly or indirectly as a result of using any of the suggestions or procedures detailed in this blog. This is not, and should not be taken as legal advice. All suggestions and procedures are provided in good faith as general guidelines only and should be used in conjunction with appropriate advice relevant legislation, constitutions, rules, laws, by-laws, and with reasonable judgement. If you are in any doubt, seek appropriate advice.
3 thoughts on “What gets recorded in the minutes when a Point of Order is made?”
Hi there,
We follow Robert’s Rules of Order (USA) and as such, our Minutes must reflect Points of Order and the ruling on them.
Just an fyi…
Robert’s Rules of order 11th edition – under #48(10) – Minutes and Reports of Officers- Content of the Minutes. state that ‘The body of the minutes should contain a separate paragraph for each subject matter, and should show:” (10) “all points of order and appeals, whether sustained or lost, together with the reasons given by the chair for his or her ruling.”
Yes, Robert’s Rules do say that and if you follow RR strictly then follow that.
Robert’s Rules does go into minute detail than most other authorities do not. In Australia, where I am located, Robert’s Rules are not applicable and recording points of order is very rare. I am yet to see a situation where having such information recorded is actually useful after the meeting.