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mb100

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  • Birthday 07/17/1956

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  1. Our constitution states the following: Questions arising at any meeting shall be decided by a majority of votes. Where there is an equality of votes, the Chairperson shall have and shall exercise a second or casting vote An example: Votes for the Motion 34 - Votes against the motion 34. The Chair ( who may already have voted ) is then required to deicide the question. A practice that I was advised by an experienced chair in such instances was that the chair should vote to fail the motion as the assembly did not actually approve it and it needs to be 'reconsidered/brought back in the future) I would have thought that as the motion did not get a majority then it fails and a casting or deciding vote is not required. And as the 'practice' above is not defined , it would be better to delete the piece about chair having a second vote and simply let the motion fail if it does not achieve the required majority. I would appreciate views to help us as we are reviewing our constitution
  2. Thank you Bruce, so even if the Constitution says that it is 'a majority of those eligible and voting' , if there is an abstain vote option, it is only the Yes and No votes that are totalled to ascertain the total of votes cast? i.e an abstain vote is not a vote
  3. Thank you...and a secondary question... if an abstain option is on the voting paper is it counted as a vote when calculating the majority on a motion?
  4. Our club is governed by a Constitution, part of which sets out how voting takes place at Annual General Meeting. If amendments to the Constitution that define how votes are done at an AGM ,are properly made and agreed by the members at the annual general meeting, do those changes take effect immediately they are passed or after the AGM is concluded.?
  5. Gentlemen, Thank you for most helpful views which we will take on board.
  6. Our constitution states: "Minutes of AGMs must be recorded by the secretary, be agreed by the Management Committee and published on the club website within 30 days of the AGM. Disagreement with the minutes must be notified to the secretary within 30 days of their publication. In the event of such disagreement, this disagreement will be publicly noted and the appropriate wording of the minutes will be reviewed and ratified at the next subsequent AGM. Such disagreements shall be published on the website within 30 days from the date of receipt of the disagreement." We have a submission of significant changes to the AGM minutes ( 7 pages) .... a lot of which is asking for insertion of exact word quotes that individuals said at the meeting My draft of the minutes, while not quoting every word if what was said, or naming every individual who spoke ( it was attended by over 400 members) , did state all the points that were covered and their intent ... and it also recorded all the decisions and motions. Our dilemma is that the Constitution does not say how the disagreement and alternative wording should be addressed. ... and it appears that it is only the next AGM can review and decide on the wordings Is it in order for the author of the minutes to 'negotiate' the minutes with the objector in advance of the next AGM and publish a revised version? Is it in order to publish a full transcript of the AGM as the minutes ( the meeting was recorded)? Any other advice appreciated
  7. Thank you ... our Constitution/By Laws are clear as to the timelines for setting date of the EGM, notice of the date and advice of the specific motion(s) to be considered and it is clear that only the matters on the agenda can be discussed at the EGM. The current instance is that we have 15 members likely to call an EGM, which is ok, but our view is that the Management Committee is entitled to add items to the Agenda for the same meeting....unless there is any precedent or guideline that this is not feasible/allowed
  8. Our constitution allows for three parties to call an Extraordinary General Meeting (EGM) viz: Management Committee Trustees 15 Ordinary Members If one of those parties calls an EGM on a particular topic with a motion to be voted on by the full membership, is it in order for the agenda to also include a motion requested by one of the other parties Our Constitution is silent on any restriction other than a specified timeframe in which the EGM is called and notified Thank you
  9. Thank You Thank You. On the first question... "does our bylaws authorize electronic meetings"... No, the Constitution is silent as to how an AGM may be conducted.. there is no stipulation of where or how an AGM should be convened...it does stipulate what should be on agenda and what has to be approved at a 'properly constituted' AGM . It does stipulate that votes can be cast only by those members 'eligible and in attendance '..... we are defining 'in attendance' as being by the method that we choose this year i.e ZOOM. I do note the recommendation about not mixing methods of voting... we will reassess our approach
  10. In these current times we are organising our AGM virtually via ZOOM and we are allowing voting by mail in proxy voting for those who cannot attend the meeting virtually and by polling on the night of the AGM for those attending on any motions. With regard to election of Officers and Committee, our Constitution is slightly contradictory... it states that where possible the nominations for Officer and Committee should be published in advance of the AGM...(and this is normally done) .. it also state however that nominations can be made from the floor on the night of the AGM. In previous years we have only had one nominee for each position, hence no election is needed, and this is likely to be the case this year. However if someone is nominated on the night in addition to an already nominated member, thus causing an election, how should this be handled... given that those who were voting by proxy have already lodged their votes We are considering passing a By Law ( the Management Committee is permitted to do this) requiring that nominations for committee are received by a specific date in advance of the meeting .. and if an election arises then this would be be put on the voting proxy form.. But guidance appreciated
  11. Our constitution states that the AGM agenda must include, Presidents Report, Secretary's Report and Treasurer Report and Annual Accounts. It does not call for the reports to be specifically approved.... practice over the years has been varied depending on who chaired the meeting (The Accounts must be approved)... would the proper practice regarding the reports be to have them proposed and seconded and having taken questions from attendees have the report taken as read and adopted... or should a vote be called to approve/adopt each report? Also, we want the members to adopt a Strategic Plan which has been developed with significant member input. We dont want to have a vote to approve it (in case it is not approved), is there a good practice wording that would ask the members attending to adopt the plan
  12. Our organisation Constitution is silent on how votes can be taken at a AGM other than voting members must be present. Normal practice has been that votes are by show of hands. On one specific motion at upcoming AGM it has been requested by the proposer that the vote be done by secret ballot. (other motions at the meeting will be by the normal practice) is it in order to agree in advance that the vote will be by secret ballot, or can the chair refuse , or should the meeting vote on the method of voting if it is proposed and seconded by members Your guidance would be appreciated as always
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