Glossary
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Organisation of the executive committee
As a rule, the articles of association contain provisions stating the responsibilities of the committee. The committee can make rules of procedure or issue regulations. These regulations must be in accordance with the articles of association. They describe the division of responsibilities and the assignment of competences and explain who is responsible for what. They define the financial competence, for instance, and determine who can sign contracts and who can withdraw what amount from the association’s accounts. When entered in the commercial register, these regulations also take effect externally.
Question
I have recently been elected to the committee of an association, have assumed the role of secretary and take the minutes during meetings. The chairperson is now requesting that parallel minutes also always be taken, meaning that two people take minutes to make sure everything is recorded. I find the work that this entails to be excessive and believe it shows a lack of trust. Furthermore, we approve the minutes at the start of meetings so that it is possible for any corrections or additions to be made. Do I have to accept this instruction?
Answer
I completely understand how you feel here. I would like to make the following comments in this regard:
- When it comes to taking minutes, the amount of effort involved should be limited. You need to take into account what purpose the minutes fulfil. In most cases, the objective is to record resolutions in a manner that makes them comprehensible. In the vast majority of cases, verbatim minutes are not required. Given the lack of resources within committees and where the agenda contains "innocuous" items, taking parallel minutes doesn't make sense.
- The chairperson is not allowed to rule on everything on their own authority. If anything, I would ask for a discussion and, where necessary, a vote on the taking of minutes within the committee.
- The ability to delegate is an important prerequisite for performing the role of chairperson. This enables the chairperson not only to reduce their workload, but also to gain motivated committee members.
