Board Policy on Minutes

LWVNM Board Policy on Minutes

(Adopted September 2019)

Board Minutes

The secretary will prepare a draft of the minutes no more than two weeks after the meeting and send the document, called LWVNM Minutes --/---- draft 1, to the La Palabra editor (currently Barbara Calef), who will edit and return them, calling them draft 2 in the file title.
Each time the file is amended, the author will add her/his name and the date to the bottom of the document.
The secretary will then send a clean copy (still draft 2) to the board, requesting that they send her corrections and additions.
Before the next board meeting she will send a clean copy (draft 3) to the president to be distributed with the agenda and other documents.
At the meeting the board will approve the minutes (with further corrections if necessary).
The secretary will make any additional changes, if required, remove “draft” from the title, and send the minutes to the webmaster to be posted.

Convention and Council Minutes

The secretary will write up the minutes within two weeks after the meeting and send a first draft, called “LWVNM Convention/Council Minutes --/---- draft 1” to the volunteer readers, who will edit and return them, marked “draft 2.”
Each time the file is amended, the author will add her name and the date to the bottom of the doc.
The secretary will then send a clean copy of draft 2 to the board, requesting corrections and additions.
Before the July board meeting she will send a clean copy, (draft 3), to the president to be distributed with the agenda and other documents.
At the meeting the board will approve the minutes (with further corrections if necessary).
The secretary will make any additional changes, if required, remove “draft” from the title, and send the minutes to the webmaster to be posted. A message in the Fall La Palabra will inform League members that they can read the minutes online.
The minutes will be included in the packet for the next convention or council, but no action will be taken at that time.

Written by Barbara Calef 9/12/19

Edited by Judy Williams 9/14/19