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I am in an organization which had an elected officer resign. Our Bylaws state that "All officers are elected by ballot, except the Parliamentarian who shall be appointed by the President." Our outgoing President accepted the resignations of two elected officers and appointed their replacements before she left office. A couple of the members raised a point of order as this is a violation of our documents. The President responded that since our organization documents say that "The Election of officers shall be held at the November meeting of each year. The following offices shall be filled in the same period and in the alternate year, the following offices shall be filled " The President has taken the position that officers can only be elected once a year and as such, that she can appoint individuals to serve the resigning officer positions for full terms (one person had just been elected, but not installed in the job; the other resigned mid-term). Several members have stated that the provision she cites only deals with the election of officers for scheduled vacancies. Since the Bylaws are clear - ALL officers are to be elected by ballot, they argue that the "appointment right" is moot and that the President should only deal with WHEN the election will be held. The Bylaws are silent as to when the election should be held and she is saying that it must be in November based upon the Bylaws provision. Robert's Rules for Dummies suggests that it should be at the next regular meeting of the members. Also, Robert's Rules itself would suggest that vacancies can be filled at regular meetings in the footnote on page 654 (11th edition) which talks about coordinating a resignation with the notice to elect the replacement at the next meeting to avoid any break in service. MY QUESTION is whether there is anything more substantial that supports the contention that the right of the members to vote to elect their elected officers cannot be taken away and that the vote should be at the next meeting of the members (or at a special meeting).

If the recording secretary or chair does not announce the presence of a quorum or not, in the annual meeting, and the next year the question is to approve the last annual meeting minuets, would it be proper to not approve the last annual meeting minuets?

Is there a rule about the length of time needed previous to the annual meeting of a non-profit organization? Thank you, Gina L.

Hello and good afternoon. We are relatively inexperienced in parliamentary procedure and appreciate any guidance. We are a small voluntary service organization (approx. 110 members) with a BOD with minimum of five elected officers but can be expanded up to 10 because of Chairs of Committees. Per bylaws, all people on BOD must be active, paid members of the organization. Our bylaws state we must have an annual meeting with elections. Bylaws also state that any membership meeting (which includes our annual meeting) must have 15 members for quorum. We just had our annual meeting and held elections. We had exactly 15 people present if you include BOD persons; we had 17 votes when you add in the mailed in absentee ballots. So we are not sure if we had quorum. One person states that BOD people don't count towards quorum. One person says that in membership meetings where BOD are required to members, that yes, they do count. Also, let's say only 14 people show up but we have over 15 votes because of mail in ballots, do the people who mailed in a ballot count towards quorum.

Is there something in RRO that states that the owners forum needs to be after the meeting or during the recess? I have a board member of a condo association that is asking to have it during the annual meeting, so that it is part of the minutes. Any assistance or reference to the part of RRO that discusses the owners forum at an annual condominium meeting would be so great.

re's the basis for the procedure at a HOA meeting: "RONR (11th ed.), pp. 94-95, ll. 34-3 state that the previous board meeting's minutes should be approved at the annual meeting and the annual meeting minutes should be approved at the next board meeting". Is that correct? Why are board minutes approved at the annual meeting?e