Minutes of annual meeting should be approved at next meeting of executive board or committee

 Jim Slaughter, attorney at law, writes:

If your organization follows Robert’s Rules of Order Newly Revised (11th Edition) because of state statute or language in the governing documents, the general rule is this: bodies that meet less often than quarterly don’t approve minutes ...

The recommended practice for annual meetings of members is that the executive board or a committee (sometimes called a “Minutes Approval Committee”) should be authorized to approve the record shortly after the meeting.  While the entire organization can always revisit the minutes the following year, this process allows the organization to have official minutes without waiting 12 months.

Minutes are a record of what was done at a meeting, not what was said. Robert's Rules of Order provide instructions for preparing minutes.

§ 2.2-3707 Section I states: "Minutes, including draft minutes, and all other records of open meetings, including audio or audio/visual records shall be deemed public records and subject to the provisions of this chapter."