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Found 17 results

  1. Hello, I have two questions. 1) What is the proper protocol for removing a board member that is not an officer. There are a few different reasons why. 1) the board member is not responding to emails 2) they are not following their duties, i.e. they are our publicity chair and not posting anything on social media or sending out emails for events. 3) They have an overall poor attitude towards the board and are constantly causing conflict because they do not care for the current board. How do we handle a situation like this and if we must vote them out what is the proper way to do that. 2) The previous board wanted to vote on bylaw changes at a general membership meeting. 1) They did not provide a copy of the bylaw changes for the membership, in fact they provided a copy on the website in a "members only" section that was only accessible with a password. Not only was there no email informing the members where to look on the website (i.e. members only section) but they were never provided with a password to access them. 2) The current bylaws were removed from the website 3 days prior to being voted on so there was at least 2 days where they were not accessible until someone complained. 3) They were not voted on properly by the membership according to current bylaws or Robert's Rules. 4) After the subsequent vote took place, the changes were never updated by the current board to the general membership. Based on this, the next years board voted that the bylaw changes were null and void based on being done so incredibly wrong. We want to make sure that the new board's vote to do this was the correct move. We felt that this wasn't even an instance of "repealing" bylaw changes because they were never actually changed. Any help would be greatly appreciated! VP
  2. Greetings! Please bear with me – this explanation is probably going to be longer than it needs to be, but I want to be sure I explain this correctly. My organization has two (2) levels of “membership”, as described below: <Primary> members: What would be thought of as “full” members. <Primary> members elect <Organization> officers, approve Bylaw changes, set <Organization> policy, and (in point of fact) are “owners” of the <Organization’s> facilities. All <Organization> business comes before the body of <Primary> members, and is ultimately disposed of at that level. <Secondary> members can only be accepted for membership by vote of the <Primary> membership. All privileges permitted the <Secondary> members are granted by, and may be revoked by, the <Primary> members, without exception. <Secondary> Members: Essentially members of a strictly “social” nature. They are free to make use of the recreational facilities owned by the <Organization>, and are permitted (on occasion) to select such things as a particular Band (or request a specific type of music), or perhaps they might select a particular “prize” to be given away in a raffle (*This* item rather than *that* item). <Secondary> members are not permitted to attend <Primary> member meetings, (They have neither voice nor vote in the operation of the <Organization>) They do not elect Board members or modify the bylaws. The <Primary> members hold a meeting of the <Organization> on the second Thursday of every month. This is the “Regular Meeting” of the <Organization>. <Secondary> members are not permitted to attend. There is a “meeting” of the <Secondary> members on the fourth Thursday of the month. No actual <Organization> business is transacted. They are informed of any changes made at the prior <Primary> meeting (if such changes would affect the <Secondary> members.) The <Primary> members may attend this meeting if they so choose. Most do not attend. To help in my explanation, here are three (3) excerpts from our bylaws: <Excerpt 1> NOMINATION AND ELECTION OF OFFICERS The nomination of officers will take place in September and October. The election of officers will take place in November and the installation of the new officers will take place in December of each year. The election shall be by secret ballot and majority vote of <Primary> Members present. <Excerpt 2> <SECONDARY> MEMBERSHIP DUES AND PRIVILEGES <Secondary> Members will be permitted to join the <Organization> by paying an initiation fee and dues. The amount of the initiation fee and dues are determined by the Governing Board. They may vote on social activities in the social quarters only. They must abide by <Organization> rules, Constitution, and By-laws. <Secondary> Members do not have equal privileges to <Primary> members. <Excerpt 3> When an officer of the <Organization> is absent for three consecutive regular meetings without being excused by the <Organization>, the President shall declare such office vacant and order an election to fill such vacancy. <End Bylaw Excerpts> (Please note: To excuse an officer from attendance, a vote would be taken at a <Primary> member meeting. The <Secondary> members would have NO input on this issue whatsoever.) And now – finally – the issue at hand: Regarding “Excerpt 3’ (above): A very small, yet vocal minority, has suggested that a vacancy spanning three meetings should be interpreted as “any” three meetings. Essentially, <Primary>, <Secondary>, <Primary> being the “three consecutive meetings”. I respectfully disagree. Since no actual business can be transacted at a <Secondary> meeting, I believe it is closer to a “Social Committee” meeting, or perhaps simply a “Social Event”. It does not constitute a “regular” meeting of the <Organization> It is my interpretation that the three consecutive meetings referred to, are the “Primary” meetings. As such, an officer would need to be absent for 3 consecutive <Primary> meetings (for all practical purposes, 3 months) for a vote to be required to fill the vacancy. So, the actual question: Is my interpretation correct? I thank you all in advance for your most valued opinions! Hal
  3. Our bylaws have a restriction of not accepting nominees on election night. On election night one more popular candidate became available. I made a motion that "the bylaw which excludes nominations on election night be suspended". The motion carried almost unanimously. Now a member is questioning the ability to temporary suspend this bylaw item. Did I do wrong? BTW, the candidate in question lost. And last year I attempted to delete that bylaw restriction, but it got lost in procedure.
  4. Can a motion to amend something previously adopted be used to correct a bylaw at any meeting of the society? Our society bylaws state that bylaws can only be amended in even numbered years at the Annual Meeting. Instance 1: Bylaw states . . .in the last quarter of the year (Feb, Mar, Apr, May). However we run a 12 month year from June 1 through May 31. The word Feb. should be dropped. Instance 2: Bylaw states: Annual dues . and will be considered delinquent after May 1 . A member whose dues are not paid by May 1 will be automatically dropped from the rolls. Our membership year is June 1 through May 31. Your comments will be most appreciated.
  5. Let me know what you think of this and if anything needs to be changed please. Section N. Death of an Active Member a. In the event of a death of an active member, both on and off duty, the President is authorized at his or her discretion to assist the surviving family with funeral expenses not to exceed $10,000.00 without a vote of the membership. These expenses shall only include funeral expenses and/or a contribution to a family relief fund. b. In the event of a death of a member of the Blank Department, both on and off duty, the President is authorized at his or her discretion to assist the surviving family with funeral expenses not to exceed $5,000.00 without a vote of the membership. These expenses shall only include funeral expenses and/or a family relief fund. c. In the event of the death of the President, the executive board will appoint a board member that is authorized to disburse funds in the absence of the President. d. No part of this section mandates any payments and the President must take into account the finances of the Association prior to making such expenditures.
  6. Critic my Elections Bylaw please. We were more specific in this bylaw to attempt to eliminate/discourage future manipulation. Article VIII - ELECTIONS Section 1: Election Timing The Nominating and Elections Committee will vet potential candidates pursuant to Association Bylaws. Candidates for Executive Officers will be received in odd numbered years and received for Shop Stewards in even numbered years. Prior to or at the September General Body Meeting in odd-numbered calendar years, the Association shall appoint a committee from the ranks of active members in good standing. All candidates for said office are ineligible to serve/advise on this committee. At the October General Body meeting the Nominating and Elections Committee shall present to the membership incumbent nominations. Additional candidate nominations may be received from the floor in writing by the conclusion of the October meeting. At the November General Body Meeting all eligible candidates will be announced and read into the minutes. These names will be adopted as those persons whom will appear on the upcoming online ballot voting ticket. All candidates for said office are ineligible to advise or provide services on the Nominating and Elections committee from October to the end of the election in odd numbered calendar years. At the December General Body Meeting those members whom are elected will be announced pursuant to Online Voting Protocol. Once voting is complete, the results shall be posted immediately but no later than two (2) calendar days after voting is completed. Those candidates elected by the majority of the membership shall assume office as of the January General Body Meeting. (2nd Wednesday of the month). The number of votes for each candidate shall be announced. Section 2: Online Membership Voting: Notwithstanding other Articles of the Association Bylaws, all matters requiring an Association Vote shall be conducted online. This procedure shall apply to general body votes involving election of officers, proposed bylaw changes, and any other issues the Association board may present to the membership. The following is intended to ensure transparency, updates and membership notification throughout contract negotiations; a.) The Association membership shall vote to approve or reject, through online ballot vote on any/all tentative agreement(s) (TA) or any agreed upon proposed terms (re-opener) to modify the expiring Memorandum of Understanding (MOU) between the Blank Association and the County of Blank. b.) The Association membership shall also vote to approve or reject any successor Memorandum of Understanding between the DSA and the County of Blank. c.) If the negotiations reach an impasse, pursuant to Charter A8.590-5 IMPASSE RESOLUTION PROCEDURES (Public Safety Employees), the DSA Contract Negotiations Team Members, including the legal representative, shall in writing, inform the membership of this development before proceeding to arbitration. d.) Those specific contract proposals that have reached the impasse point as defined by (Charter A8.590-5) shall be made known to the DSA Membership. These proposals shall not require a membership vote, but an online member survey may be permitted. The association's negotiating representatives may use all negotiation, mediation or arbitration avenues available to them. Section 3: The Association Secretary shall prepare the online ballot within (7) seven calendar days he/she is notified of any election. a.) The Association Secretary shall prepare the online ballot to ensure: • Each member may vote only once. • Each member’s vote is confidential. • The voting results may not be altered by anyone. • Voters shall receive a voting key by email only to ensure proper documentation. • Printed notices with voting keys, or created notices with voting keys shall not be allowed. • Proxy Voting shall not be allowed • Weighted Ballot shall not be allowed. • Ballot Identifiers can be used to identify a facility or a unit only b.) Elections where the Association Secretary is running for office, the election shall be conducted by any other member of the Board of Directors, that is not a candidate in said election, that shall be nominated and approved by the membership in an voice vote, at the general body meeting. c.) Once the online ballot is completed, the Association Secretary shall notify each member via email of an election using the Association member’s email address on file. There shall be a significant effort by the Association to obtain the email addresses of ALL eligible members though the use of shop stewards and the efforts of the Executive Board. The Association Secretary shall immediately post a notification of online voting at the following locations; • CIU • ISU • Training Unit • Association Members Website • Any other work locations as determined by the Executive Board The notification of an online vote shall give a brief description of the purpose of the election, and shall designate the date and time at which voting shall begin, and establish the date and time that the voting will end. d.) Association members may vote 24 hours a day from any computer, tablet or smartphone with internet access. The ballot shall be posted for voting for a period of fifteen (15) calendar days. e.) In order to protect all members' accessibility rights to participate in any DSA Election(s) the following responsibilities, in part, shall be those of the Nominating and Elections Committee Members: Identify one (1) internet capable desktop/laptop/tablet at the DSA Hall that will be used exclusively for those members wishing to cast an electronic ballot. The use of the designated desktop/laptop/tablet shall be limited to within only the office space known to be the address of record for the Blank Association. f.) In the event of a technical problem with the online voting process, members may submit a written request with evidence of the problem to the Executive board outlining the problem and asking the voting period be extended. By a majority vote of the Board of Directors, any election may be extended for any period of time deemed appropriate by the Board of Directors. g.) Association Members' Voter list shall be maintained by the Secretary on an Excel file. The Association Members' Voter list shall contain the first name, last name, email address, telephone number of the association member. This information is needed to provide integrity in the voting process and shall not be used for any other purpose. This information must be on the Association Members Voter list to be able to contact the member and verify his/her email address. The facility/unit can be added to the Association Members Voters list. Verification of voters, ballot setup, and ballot results will be allowed during a voter audit. The Secretary shall retain all records regarding voter participation, ballot setup, ballot results, election details and voter audits. All information on the Association Members Voter list shall remain private and will not be shared. It shall only be used for online voting and voter audits. If a member chooses to receive updates and/or news from the Association they must voluntarily notify the Association Secretary. h.) Once the voting is complete the Association Secretary shall post the results from the third party online voting service at the following locations within seven (7) calendar days at: • CIU • ISU • Training Unit • Association Members Website • Any other work locations as determined by the Executive Board I.) Once the voting is complete the Association Secretary shall also send the results of the third party online voting service via email notices to all members who have an email address on file with the Association.
  7. Current bylaws only stipulate that amendments need two-thirds approval. There is no mention of an advance notice requirement. The President stated that advance notice is required through Robert's Rules since the bylaws are silent. A bylaw committee was formed at the last annual business meeting. Is there any way the committee could present amendments for a vote by the assembly, if no amendments had been submitted prior to the annual business meeting?
  8. Currently, our bylaws specify in Article X, the process for amending our bylaws with the following reading: "These Bylaws may be amended by a two-thirds (2/3) vote of the voting eligible Members present at any regular meeting after such amendments have been read at a previous meeting and a copy sent to each member household in writing via US Postal Service or electronic mailing at least ten (10) days prior to the meeting at which said amendments shall be considered." The Chairperson of our Board of Trustees (also ex-officio member of the Bylaws Committee of which I am Chair) is somewhat forcefully proposing an amendment to the above bylaw which appears to be “special rules of order”. I am having trouble determining if this is appropriate given how very important a societies bylaws are to the membership as a whole. The amendment would require any voting member wishing to propose an amendment to our bylaws must submit written text of the amendment to the Bylaws Committee for review. Further, the Board of Trustees may also propose and amendment of their own. The committee would review for conflicts with existing bylaws. All proposed amendments prior to submission to our membership, must first be submitted to the Board of Trustees for discussion, refinement and approval before submitting to the membership per the existing requirements above. My question: Is this amendment appropriate in accordance with RONR? I wonder, given the fact that the membership would only be allowed an opportunity to consider and vote for an amendment to our bylaws following the governing body of the society vetting and approving the amendment?
  9. I am the parliamentarian and sergeant-at-arms for a local organization I am. The national organization changed the bylaws changing the name and rank of a postion and adding a new one; however, when I brought this up to my local chapter it was voted down. I was wondering if there was a why to change the local bylaws to conform to that of our national bylaws,
  10. If a member contends that an Association elected officer has violated the organization's bylaws, who is responsible to investigate whether the allegation has merit?
  11. Hello again all, I am becoming more active in my local farmer’s market and am just getting introduced to RONR. In studying our association’s bylaws and the proposed amendments heading up to our annual general meeting I find myself getting more confused and hope you can help. Here are a few of the points I am having trouble understanding. Our bylaws explicitly state notice of our general meeting must be given by regular mail. One of the amendments proposed on the agenda is to insert the words ‘or email’. The call to the meeting was made by email and not my regular mail. There is another clause in our bylaws which states: “18. ERROR OR OMISSION IN NOTICE No error or omission in giving notice of any annual or general meeting or any adjourned meeting, whether annual or general, of the Members of the Association shall invalidate such meeting or make void any proceedings taken thereat and any Member may at any time waive notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat. For the purpose of sending notice to any Member, director or officer for any meeting or otherwise, the address of any Member, director or officer shall be his last address recorded on the books of the Association” In defining quorum the bylaws state “All meetings of voting Members shall be conducted according to Roberts Rules of Order where not inconsistent with the by-laws of the Association and a quorum for such meetings shall consist of not less than 60% 25% voting Members present in person or by proxy.” In the previous quotation the text in red is to remove and text in green to insert. After reading and rereading this I have three questions? Was the call to the general meeting given properly? How can quorum refer to members present? I thought by definition it referred to entire membership. I bring this up because at previous meetings the questions of quorum were brushed aside by the chair and secretary. Any time the word voting is used in the bylaws it is proposed that we strike the word voting and just use the word member. Would this have any change on the voting rights of the membership? If so what are they, and if not what would be the advantage of removing the word voting? Thank you for your input, and for taking the time to help a newbie delve into the RONR Michael
  12. We have the following in our Bylaws: The process is a member can submit an amendment to the bylaw which is read at the first meeting with no vote taken. It is then posted prior to the meeting. At the second meeting the bylaw is read again. In the specific incident the bylaw when submitted was also signed by two members. After the 2nd reading a member of the Bylaws committee makes a recommendation and then makes a motion. Is the submission and reading of the bylaw amendment considered a motion? Can the Bylaws committee person make their motion? Can the vote on the bylaw amendment be postponed until a later date when the current bylaw states it will be read and voted on at the 2nd reading?
  13. our ED has convinced her appointed board members that she knows all and that the best way to improve our group is by replacing dissenting members with "her" droids, and they proposed a motion to suspend our annual elections till 2015. they made this unannounced motion at a lightly attended meeting planted with "her" people. I brought up at the next meeting that this was just an illegal bylaw change. can they make this or any similar motion without announcing it beforehand to the members. they refused to acknowledge and we'll check RONR. please help. thanks again to all. this forum is a blessing to all of us who really care about our groups.
  14. Our current bylaw is cumbersome (very prescriptive) and in many areas out of date (no mention of electronic votes, teleconferences, etc) and we are well aware that a full review and revision is in order! Until the they are revised, is there a way to allow for the activities of the Board be more "user-friendly"? For example, according to the Articles, one of our committees needs to meet quarterly, however, in practical terms, meeting biannually is sufficient. Organizing four meetings "because the bylaw says so" when two meetings is really what's needed doesn't make one very popular... I'm not keen to introduce numerous motions at our AGM to fix some of the practical problems, unless that's the only option. Any advice gratefully received.
  15. Greetings, I have a question,is there anywhere in RONR that allows for temporary bylaws, that will be desolved after an appointed date. Example this particular bylaw will allow date extenstion of dues. Our current bylaw specifically states that "each member must pay by" a certain date or a "fee will be assest", we do not want to suspend, change or amemd this bylaw, but add a temporary bylaw to change the date for approx 4 months out. Is there anywhere in RONR that supports this? Thanks
  16. Someone has proposed to ammend section in our bylaws by changing several lines in that section. Do we vote on the section as a whole or do we do it by line? The reason is I agree with some of the changes of the section, but not all. Thanks
  17. Our bylaws state in Article 3 Section 3 that all active member present at the meeting are eligible to nominate and vote for officers and directors. But in article 6 section 2 Associate member do not have voting rights. Which section should we go by? Our organization has two different classification of members. Please Help me with this.