Meeting Management & Minutes Flashcards
7 cards from real CMC practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Meeting Management & Minutes flashcards as text
Which parliamentary motion cannot be debated or amended and requires a two-thirds vote?
Answer: Suspend the rules
Suspending the rules requires a two-thirds vote, is not debatable, and cannot be amended because it overrides the organization's standard procedures.
How should a clerk handle a situation where the minutes contain a factual error discovered after approval?
Answer: Seek a motion to amend the minutes at the next meeting and note the correction in those minutes
Approved minutes can be corrected by motion at any future meeting, and the correction should be reflected in the minutes of the meeting where the amendment is made.
Under most open meetings laws, which of the following constitutes an illegal 'serial meeting'?
Answer: A chain of individual conversations among a quorum of members about public business
A serial meeting occurs when a quorum's worth of members privately discuss public business through successive individual contacts, circumventing open meetings requirements.
What is the clerk's responsibility when an agenda item is pulled from the consent agenda for separate discussion?
Answer: Handle it as a regular agenda item with full debate and vote
When pulled from the consent agenda, the item is considered individually with debate allowed and a separate vote taken.
Which statement about substitute motions is accurate?
Answer: A substitute motion replaces the entire main motion and requires a majority vote to adopt
A substitute motion replaces the entire pending main motion and, if adopted, disposes of the original; it requires only a majority vote.
A governing body wishes to take action on an emergency item not listed on the published agenda. Under most state open meetings laws, what is typically required?
Answer: A two-thirds supermajority vote to add the item, with findings that the matter is a true emergency
Most state laws require the body to make specific findings of emergency and take a supermajority vote before adding unnoticed items to the agenda.
Which retention schedule category typically applies to approved meeting minutes of a city council?
Answer: Permanent — retain indefinitely as an essential public record
Approved governing body minutes are permanent records in virtually all state records retention schedules because they document official governmental actions.