During meetings, it is common for someone to take notes on the discussions and decisions made. These notes are referred to as “minutes.” Typically, in the following meeting, the minutes are read aloud to ensure everyone remembers what was discussed. However, there are instances when the group may choose to forgo reading the minutes aloud. This is known as “dispensing with the reading of the minutes.” It does not mean that the minutes will not be reviewed at all, but rather that they will not be read aloud. If the minutes have already been distributed and provided to everyone, they can still be amended and approved without the need for another reading aloud.
During a meeting, the chairperson proposed that they forgo reading the minutes from the previous meeting since all attendees had already been provided with a copy. The members agreed and proceeded to the next item on the agenda. Essentially, this means that instead of verbally going through the minutes during the meeting, participants can simply refer to the printed version they received in advance. This not only saves time but also facilitates a more efficient progression of the meeting.
Dispensing with the reading of the minutes refers to the practice of skipping the formal reading of the minutes from a previous meeting during a subsequent meeting.
Meetings may choose to dispense with the reading of the minutes to save time and streamline the meeting process. It is often done when the minutes have been distributed to all attendees in advance and there are no objections or corrections to be made.
Not all meetings can dispense with the reading of the minutes. Some organisations or governing bodies may have specific rules or bylaws that require the reading of the minutes at each meeting. It is important to consult the applicable rules or bylaws to determine if dispensing with the reading of the minutes is allowed.
Obtaining unanimous consent is not always necessary to dispense with the reading of the minutes. However, it is a common practice to ask if anyone objects to dispensing with the reading before proceeding. If there are no objections, the minutes can be dispensed with.
Even if the reading of the minutes is dispensed with, attendees can still review or discuss the minutes if they wish. It is important to provide an opportunity for attendees to raise any concerns or corrections they may have.
If someone objects to dispensing with the reading of the minutes, the objection should be noted, and the minutes should be read as usual. The objection should be addressed and resolved before proceeding with the meeting.
Yes, the minutes can still be amended or corrected even if the reading is dispensed with. If any errors or omissions are identified, they can be addressed during the meeting or at a later time.
Dispensing with the reading of the minutes does not typically have any legal implications. However, it is important to ensure that the minutes accurately reflect the discussions and decisions made during the meeting, regardless of whether they are read aloud or not.
The decision to dispense with the reading of the minutes can be challenged or overturned if there are valid reasons or objections raised by attendees. It is important to follow the established procedures for challenging or overturning decisions within the organisation or governing body.
There is no specific format or procedure for dispensing with the reading of the minutes. It can be done by simply asking if anyone objects to dispensing with the reading and proceeding accordingly. However, organisations may have their own specific procedures or guidelines that should be followed.
This site contains general legal information but does not constitute professional legal advice for your particular situation. Persuing this glossary does not create an attorney-client or legal adviser relationship. If you have specific questions, please consult a qualified attorney licensed in your jurisdiction.
This glossary post was last updated: 16th April 2024.
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