QUESTION: Because of the new secret balloting requirements, we can't get enough people to the annual meeting to conduct routine business, such as approving the minutes of the prior annual meeting. Can we skip the approval of minutes?

ANSWER: Normally, approval of the prior year's minutes is an agenda item at the annual meeting. The secretary will often ask for a motion to waive the reading of the minutes and then ask for a motion to approve the minutes. The membership normally approves with a voice vote.

Board Approval. However, it is permissible to leave the approval to the board of directors. Minutes that do not come up for review within a quarterly time interval, may be approved by the board. (Robert's Rules, 10th ed., pp. 456-457.) Allowing the board to approve minutes has the added benefit of posting meeting minutes within thirty days of the meeting, rather than waiting a year for the next annual meeting.