Legal Definitions - spread upon the minutes

To spread upon the minutes means to formally record a specific statement, resolution, or expression of sentiment into the official written record of a meeting. This action ensures that a particular statement, often one of commendation, acknowledgment, or opinion, becomes a permanent part of the meeting's historical record, separate from the usual motions or decisions made.

Here are some examples illustrating this concept:

• Corporate Board Meeting: After a successful quarter, the board of directors of a technology company wishes to formally acknowledge the exceptional performance of their engineering team. Instead of just a verbal thank you, the board passes a resolution stating their profound appreciation for the team's dedication and innovation. They then direct that this resolution be "spread upon the minutes," ensuring that the official record of the meeting permanently documents the board's commendation for the engineering department's achievements.

  This illustrates the term because a formal statement of appreciation, expressing a sentiment of gratitude, is specifically incorporated into the official meeting minutes.

• Local Community Council: A long-standing volunteer who has dedicated over two decades to organizing local park clean-up events decides to step down. During a community council meeting, a council member proposes a motion to formally recognize the volunteer's immense contributions and express the community's gratitude. The council unanimously approves the motion and votes to "spread upon the minutes" a detailed statement outlining the volunteer's service and impact, creating a lasting tribute in the council's records.

  Here, a statement of acknowledgment and gratitude for a volunteer's service is formally written into the meeting's official record, making it a permanent part of the council's history.

• University Faculty Senate: The Faculty Senate is discussing a new university policy that has generated significant debate among different departments. While they cannot reach a consensus on the policy itself, several faculty members want to ensure that the minutes reflect the strong concerns raised by a specific academic department regarding the policy's potential impact on student research. The Senate agrees to "spread upon the minutes" a summary statement detailing the specific objections and recommendations put forth by that department, even though the policy itself is still under review.

  This example shows how a statement expressing specific concerns or opinions, rather than a decision, is formally documented in the official minutes to ensure it is permanently recorded.