Meeting Minutes Time Limit

[Hava Edelstein]

Hi all,
I was just considering the Meeting Minutes Policy and I know that we agreed that houses should keep electronic documentation. One issue I am wondering about is: what time limit would be appropriate here? I am thinking a year, because after that I think there wouldn't be any need to have a record. But I do think up to a year is necessary, as in Summer 2010, we were considering an issue from Summer 2009 in regards to an accusation of financial mismanagement by a house manager.

To kind of refresh everyone's memory, below is the justification for the policy. Thanks in advance for any comments,
hava

Policy Purpose:

Meeting minutes that document unit spending of BSC funds are important on a number of levels:

1.     They document how money is being spent for members in the unit.

2.     They document how money is being spent for members not in the unit, such as Cabinet and the Board.

3.     They allow for the greatest amount of transparency, particularly for members who cannot or choose not to attend house council for whatever reason.

4.     It’s seems conceivable that auditors might someday wish to see records directly from unit councils.

5.     This practice may help prevent unsanctioned use of unit funds.

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Hava Edelstein
Vice President of Operations
Berkeley Student Cooperative (http://berkeleystudentcooperative.org)
v...@bsc.coop
Celebrating over 75 years of affordable, cooperative, student-run housing!

Graduate Student in Instructional Technology at San Francisco State
http://www.sfsu.edu/~itec/

Previously: Undergraduate Degree from UC Berkeley in Cognitive Science
ha...@berkeley.edu