Board meeting minutes and financial reports are available to members upon written request.
Send a stamped, self-addressed envelope with your request to Secretary, The Saints, 2936 N. Southport, Suite 203, Chicago, IL 60657-4120.
This is the language that appears every month on page 2 of the Spotlight, the Saints newsletter for members. I know that there have been recent requests for minutes, but as of this time, we don't know of anyone who has received them. Perhaps the Board will become more responsive.
When I was on the Board, I suggested that they routinely post minutes on the website for "members only." But frankly, board members had difficulty obtaining timely copies of the minutes, and the minutes often were incomplete and inaccurate. In fact, this is the first board that I have ever been on where the minutes were not approved unanimously after a call for additions and corrections. It is common to make minor corrections, but these minutes needed substantial changes. Perhaps that is because the secretary took very limited notes, and after repeated requests, only recently started to record the meetings.
Taking minutes is not an easy job, and it might be appropriate to have an official recorder at board meetings whose sole purpose is to record the board's actions. Minutes are very important though, and should provide a record of all the decisions that your board makes, and how each board member has voted. Minutes can be useful to a new board member who wants to get caught up on past board actions, interesting and informative to members, and also serve as a helpful tool when deciding who to vote for in an election. In addition, it serves as the legal record of the board's actions.
I would like to encourage readers to comment on their thoughts about minutes. As members of other organizations, how did you find out about your Board's activities, what motions were made, and how your board members voted? What are your thoughts about minutes for this organization?