ACCURACY QUESTIONED

Otago Daily Times, Issue 23321, 13 October 1937, Page 6

ACCURACY QUESTIONED

MOTOR ASSOCIATION MINUTES AMENDMENTS AUTHORISED DECISIONS OF SPECIAL MEETING OF EXECUTIVE The adoption of the minutes of a meeting of the executive committe of the Automobile Association (Otago), held subsequent to the recent annual meeting, and which was not attended either by the secretary to the association or by representatives of the press, provoked some discussion at the regular meeting of the executive last evening. The accuracy of the minutes was questioned, and the meeting authorised amendments, there being a short but brisk discussion in which reference was made to one or two matters which have been prominent in the affairs of the club recently. The first point was raised by Mr F. J. Williams. “Before the minutes are adopted I would like to have your ruling on one point, Mr Chairman,” he said. “Do you consider that the notice calling that special meeting of the executive was sufficient to inform members of the business that was to be transacted? I make that query for the purpose of having it recorded.” The chairman (Mr P. W. Breen): I think it was sufficient. Mr Williams quoted from the notice —“The policy to be followed in the coming year, the appointment of road service officers, the arrangements of monthly meetings, and general." The chairman: I am quite satisfied that that was sufficient to advise members of the business of the meeting. NOT A UNANIMOUS DECISION "I just want that recorded,” Mr Williams said. He referred then to the motion recorded in the minutes of that meeting advising Mr W. F. Sutton of his appointment as touring manager. “That is recorded as a unanimous decision,” he said. “ I maintain that it was not the unanimous decision of the executive, because I was not present at the meeting. If vou like to record it as the unanimous decision of those present at the meeting, then I would not query it." The chairman: Very well. Mr G. W. Ferens opposed the suggestion, It was a unanimous decision of the meeting, he said, and, therefore, it was a unanimous decision of the executive.

“ Even then, is the minute correct? ” asked Mr A. J. Allen. “Wasn’t the decision of the meeting that the office of touring manager be offered to Mr Sutton? ” He moved that that minute and the two following it referring to the appointment of a secretary and to the association’s clubrooms be deleted. “ The decision concerning the clubrooms was not in order,” he said. “ The executive has not the right to overrule a decision of a general meeting of members. It had no power to deal with those matters. The motion was seconded pro forma by Mr Williams. RECORDING MOTIONS

Mr E. J. Anderson: If we are insisting on thoroughly accurate minutes, there was a motion at that meeting that the St. Andrew street property be sold. Should that not be recorded, too? . , The chairman said it was not usual to record motions that were not seconded. There might be 50 such motions in one meeting. Mr Anderson: With all respect to the chair, it is my experience of company and other meetings that it is the custom to record all motions. If we want accurate records, let us have them thoroughly accurate. Mr Allen’s motion was defeated, only three members supporting it. It was decided then to include in the minutes the motion, which was not seconded, recalled by Mr Anderson, that the St. Andrew street property be sold. On Mr Allen’s suggestion it was also decided to include a motion moved and seconded by Messrs H. L. Sprosen and Allen that the association accept the offer of the owner of the present association rooms to bring them up to date at a rental of £7 15s, according to the plans and specifications provided, and that arrangements be made with the Motorcycle Committee: and also a later motion, which lapsed, that arrangements be made with the owner of the association’s present office for six months and that a sub-committee be appointed to meet a representative of the company. KEEPING OF MINUTES Mr Williams: I would like to refer now to the fact that the chairman, or the executive, did not allow any member of the staff to be present at that meeting to record the minutes. They were kept by a member of the executive. I want my reference recorded. The chairman: I don’t think you need worry . Mr Williams: I am going to insist. The chairman: No one is likely to object to that. In further discussion on the minutes of that meeting, the suggestion was made that shorthand reports should be taken. Mr Allen: Who recorded those minutes, and where? Mr W. J. MTnnes said that he took the minutes at the meeting, and had copies typed in his office. Mr Allen: It is wrong that the minutes should be attended to away from the association’s office. At that rate, we will soon have no need for a secretary. The chairman: 1 don’t see any objection in that case. Mr MTnnes kept the minutes at my request, and everything’ is there to record the business done.

There was no further discussion, and the amended minutes were adopted.