Search the Community

A main motion was passed at a general meeting, can it be addressed at a special call meeting? For example, if a motion was passed requiring that documents be obtained prior to taking an action, can a special call meeting be held to address that issue before the next general meeting? It is an urgent matter and if these actions aren't taken immediately, my association will be effectively frozen for months, and our charter suspended.

I serve as President of a Non-Profit Board, and we always handle Action Items this way: I read the Action Item as included in the agenda and call on the presenter, The presenter gives some information and makes a recommendation we take the action as prescribed in the agenda, I say "You have heard the recommendation from <Presenter> regarding <Action Item as included in the agenda>, is there a Motion". Assuming we have a motion, I ask for a second. Assuning there is a second, I say, "We have a Motion and a Second, is there any discussion or questions". After questions and discussion, I call for the vote. I've had a request from a member to allow the Board to discuss the information prior to a Motion. I've been doing non-profit work for 30 years, on a number of different boards, and I've always seen discussion coming after the motion and second. Is it proper to allow discussion prior to a motion?

The local organization that I belong to National bylaws leaves it to each local chapter to decide if they wish to disperse copies of the last meeting minutes. During the last officer term there was a motion and a vote on this matter. There was again a motion and a vote again on this very topic recently. New officers took over in July. My question is was the recent motion legal or was the original motion in November to have been rescinded first? Thank you for your time to answer and educate. It it was in the sane term I'd easily have an answer.

I am looking for examples of how to phrase, and information on the rules governing, a motion to suspend a procedure contained within a by law that makes provisions for the temporary suspension of any procedure it contains (with a majority of the vote)? At issue is a rule that vacant council seats will be filled by appointment that we want to temporarily suspend to allow for a by-election instead.

General Question: What defines an "agenda item"? If someone proposes a motion, but only the topic of that motion is brought forward, does the topic of the motion meet requirements that the agenda contain items proposed by a subset of the committee's members? Alternatively, is the proposed motion the agenda item? Brief Motivation: My organization's constitution calls for Robert's Rules and allows for the executives to set meeting agendas, but also gives a subset of members (at least 10), the power to put items on the agenda. The subset of members asked for a motion to be put on the agenda, but only the topic of the motion was put on the agenda - not the actual motion. Under Robert's Rules, does discussing the topic of the motion sufficiently meet requirements that the committee discuss an agenda item brought forward by ten non-executive members, or is the agenda 'item' specifically refering to the motion? More Details: In an organization I belong to, the rules give the executive the right to set the agenda for meetings, which then receive approval by the committee (a "council") at the start of every meeting. However, the constitutional rules allow a group of ten members (a distinct minority) to petition the president of the organization to include an agenda item. The wording is: "The agenda shall contain, among other items, any item which ten or more members of Council at least seven days in advance of the meeting request the President in writing to have included." Recently, I proposed a motion for council to discuss. I didn't get ten or more members' consent until six days before the meeting. Not a big deal, since the motion will go on the agenda at the next meeting... EXCEPT, in response, the executives put the topic of the motion on the agenda and allowed it to be discussed informally. The motion was not put on the agenda. Before I argue at /during the next meeting that I proposed a motion to be put on the agenda before the last meeting, but in the time frame allowed for the upcoming meeting, I want to know your thoughts as to whether or not the topic of the motion would satisfy the requirements that the agenda item be included. I proposed a motion, so I interpret the agenda item to be a motion, not a topic, but am curious to hear your thoughts and what your organization might do in such a situation.

Hi there--just double checking that Board committees can make and vote on motions--for example, a motion to recommend a policy change or a set of performance targets? Our non-profit Board has three committees: Audit and Risk, People, and Governance. The folklore is that a consultant once told them committees don't have motions. So when I introduced a motion to recommend something to the Board, people reacted. Have I totally misunderstood a fundamental of committee work?

Aloha from Hawaii, My question is the proper manner to request the Chair to declair any proxies held by a non board member of the Association that aquired proxies through a fraudulent claim of forgery and fraud of their signature on the Petition to call for the Special Meeting to Remove and Replace the Board of Directors? I can explain any further details required. Sincerely, Alfred K. Berger II AlBerger.KMV@gmail.com

I am a dues paying member of an organization, we utilize Roberts Rules of Order. Our chapter is at an impasse on members who are not financial making making motions from the floor. My take is if you are not financial you have no authority to do so. I appreciate any assistance, thank you.

Help! I am unversed in the proper method of how to present a motion for a vote at an annual meeting mainly because of the nature of questions. SHORT background- our club has in the past ten years gotten away from following our bylaws. In our bylaws, members have the right to attend ANY meeting of the club, including board meetings and the board also stopped having the 3 general club meeting per year. Also, our board has made rather large expenditures without the relative committee or membership being informed when they are only tasked with general management. These are the questions I would like to put up to the membership for a vote, but since many are covered already in the bylaws but not being followed, I am unsure of how to proceed. 1) I move that the club adhere to the bylaws and have 3 general meetings per year. (in bylaws) 2) I move that the board make no large expenditures without informing/consulting either the coordinating committee or membership. (in bylaws board is only tasked with general day to day). 3) I move that the board publish the date and times of their meetings so membership can attend if they so wish. (our bylaws state a member can vote at ANY club meeting so one would assume we are allowed to attend-to be honest the voting part needs clarification in our bylaws as I do not think members should have a vote, or be able to speak unless called upon, at a board meeting) 4) I move that the membership be invited to attend electronic/video board meetings. (same as above) 5) I move that all electronic/video meetings(general, special club, board, special board) be recorded if technology exists at the time to do so. (nothing in bylaws). 6) I move that any recorded club (general, special club, board, special board) meeting be made available for viewing by membership. 7) I move that the minutes of the board meeting be published in our monthly newsletter and on our website when they become available for our membership. (nothing specifically in our bylaws about this-just in RONR). 8 ) I move that the board follow RONR in reference to committee formation and execution of committee duties. (This is really in reference to the nomination committee this year. Our bylaws state that only one board member can be on the committee. This current year the board member is the chair and the nominees were discussed at board meetings and the president went and solicited nominees which is contrary to RONR. I am not sure how to phrase this question). 9) I move that the board install a member(s) to act as a parliamentarian (s) to clarify and research issues that come up to ensure compliance to bylaws and associated organizations. To be fair, I believe our current board is comprised of wonderful people, but they have strayed away from bylaws (mostly I think because sometimes it is just quicker to do things themselves-not from malice of any sort). But as a result, the membership has no clue as to what is going on and it has resulted in loss of members as they are not engaged. Okay- Now that I have written all these points, could someone please help me find the relevant passages in RONR that apply to them? I don't think that items already in our bylaws can actually be voted on as they are already "law" so how do I present those at the meeting so they are followed in the future? Any assistance with phrasing of my questions/ concerns would also be GREATLY appreciated. Thank you in advance for anyone taking the time to reply and help me get this done properly! I really appreciate it!!! Best, Mary

A motion was on the Board's agenda. It asked the Board to act on a policy matter. After a discussion, the president ordered the motion sent to the Finance Committee. It had to do with a financial matter (depositing some money in a Black owned bank to show our organization's support, but there was no expense. Just moving funds from our bank, no cost, and no risk---the amount was kept under the FDIC insurance limit). There was no motion to punt instead of deciding, and of course no vote. Not on the motion itself, and not on sending it to a committee. Just an instruction from the president to the executive secretary. Is this a proper procedure, a correct action? Thanks Yoram

This was posted before, but with too many details, and the results, no surprise, were tangled. Apologies. Here it is again, stripped down and simplified. To guide us in the future. Assume: A grantee organization asked for another ,annual grant, $80,000 as they got last year. A trustee submitted a motion , on time and in writing, saying: "I move to again fund the grant request, as presented, $ 80,000, and also the customary 10% contingency of $ 8,000. .. An $88,000 grant for 2020." A discussion ensued: There was a suggestion to cut down to $50,000 another to reject it entirely, or to give just the requested amount, $80,000 and no more,theoutcome and so on. No one moved to amend the motion on the table ($80,000 as last year plus 10%).. The vote was in favor of granting. The yes carried. The Executive Secretary entered the outcome in the minutes thus: "...This was followed by a discussion among the Trustees. There were 5 No votes and 6 Yes Votes. Thus, (the applicant organizaion) will receive the full grant amount requested." The Treasurer interpreted this as an approval of the Grantee's request, $80,000. But the Trustee's motion on the table was different, to give an $88,0000 grant. While there was " a discussion among the trustees" as the Ex Sec reported, no one moved formally to amend the Trustee's proposal of giving $88,000. The question: Do opinions expressed during a discussion affect or amend the motion on the table? Or can you change the motion only by a proper procedure to amend it? Thank you, Yoram

Our organization gives grants. A foundation that was granted $85,000 in 2019, asked for another $85,000 grant for 2020. A Trustee filed a motion with the executive secretary, ahead of the Trustees meeting , writing: "I move to again fund the grant request, as presented, $ 85,000, and also the customary 10% contingency of $ 8,500. .. A $93,500 grant for 2020." The grants officer proposed to give only a $50,000 grant. The Trustees thus had two motions on the table: The Grants officer: $50,000 A Trustee: $ 93,500 At the meeting, the two motions were presented. As the Executive Secretary reported later in the minutes: "...This was followed by a discussion among the Trustees. A vote, either yes or no, was held on the motion to approve a $50K grant, instead of the full amount, There were 6 No votes and 5 Yes Votes. Thus, (the Grantee- applicant) will receive the full grant amount requested." The Treasurer interpreted this as an approval of the Grantee's request, $85,000. But the Trustee's motion was different, to give a $93,500 grant. While there was " a discussion among the trustees" as the Ex Sec reported, there was no motion to amend the Trustee's proposal of giving a $93,500 grant (the Grantee's $85,000 request and an added 10% contingency). The question: Do opinions expressed during a discussion affect or amend the motion on the table? Or can the motion be changed only by a proper procedure to amend it? In other words: Did the 6-5 vote authorize the $93,500 that was specified in the Trustee's motion, or just the Grantee's request for $85,000 grant, (a sum that was brought up during the discussion, but never properly incorporated into or used to amend the $93,500 motion?) Thank you, Yoram

A member made a motion, which was seconded, and unanimously carried. Next another motion was made which contradicted/voided the previously made motion and was approved by majority vote. Does this violate any of Roberts Rules? If so can you cite the rule. Thank you.

depending on how long quarantine for certain areas will last, what is the procedure of holding elections, making motions and votes when a large body cannot gather? if we have an organization (60+ members) where the first order of business in April is the Annual Meeting (elections, rule votes, etc,) and are currently not allowed to congregate, what process should be followed? thank you!!

State statute requires the consent of at least 67% of the assembly to amend the assembly's bylaws. However, within the bylaws themselves, there is a statement that by a "general or special resolution of the Board," a certain provision in the bylaws may be altered. The Board treated the resolution as if it were a motion, replacing the term, "motion," with the term, "resolution," seconded it and voted. What is the difference between a motion and a resolution? What is a "general" resolution versus a "special resolution"?

Does the chair or chairman have the prerogative to not recognize a duly made motion?

OUR organization holds lectures, seminars,meetings etc. In order to motivate members to show up and participate, we moved and resolved that members who do not attend a certain number of such events each year, will not be eligible to work for the organization and get paid. So far so good, but: The e.g. after '" no member may be employed (PAID) by the association in any capacity" enumerated: "(Officer, committee member, ..writing for the website" etc.)" Here is the problem: Our bylaws list the four officers, and describes their duties and compensation.. Does this new motion improperly amends the bylaws as to 'officers' , and hence is null and void (only as to 'Officers')? Thanks.

Our procedure bylaw allows for each distinct part of a motion to be considered separately at the request of the member. No motion needed. My question relates to separation of the question. If the Question is moved and seconded " That the Board congratulate the writer Mary Mack on their award they received for their book and that the Board purchase 9 books for the membership." and a member asks for division of the question does each motion now need to be moved and seconded? THAT the Board congratulate the writer Mary Mack on their award they received for their book. THAT the Board purchase 9 books for the membership. I ask because we have complicated voting rights. Sometimes all members vote on motions and sometimes only some members vote on items that pertain to them.

How does the chair call a stand at ease, and can members motion for it. Is it debatable or Amendable and does it need to be voted on?

Our HOA board voted to do three things - get a documents review from an attorney, ask a specific question regarding the use of the word "shall" in the documents of the attorney, and ask the attorney for feedback regarding live streaming of meetings - and motion was seconded and passed with a $1000 cap in spending. Upon speaking to the attorney, the cost of the document review alone is $1000, thus the two additional items included in the motion cannot be done. What happens to the vote? Is there "language" (an area in RRoR) that can be cited to support the response? The board disagrees strongly about the topics in the motion, thus I want to be sure the next step is validated by our governing rules (RRoR). Thank you!

Example: A motion has passed requiring the formation of a new committee. Can the chair then solicit motions regarding how to form the new committee (election or appointment, size, manner of election), or must he wait for the floor to offer such motions?

At the recent meeting of our association a motion was made and seconded and a vigorous discussion began. Another motion was made and seconded. It was pointed out that there already was a seconded motion was on the floor. The question was called on the second motion and voted on with approval granted. Can a member bring up this as an illegal motion at the next meeting and present the original motion to reopen discussion? Thank you!

It is the long-standing tradition in the conventions of an organization of which I am a member to not allow someone who speaking to a main motion a make a motion at the end of a speech during debate (such as a motion to amend or previous question). Our president asked me if I could find the rule on that, and I couldn't. My guess was that when you are recognized you can debate or make a motion but not both. I couldn't find anything that gave a clear answer. So, is our rule something that's in Robert's Rules or is it just a long standing custom of our organization?

If a motion was voted on and passed, but the effective date of the action contemplated in the motion is 3 months after the motion was passed (vote and passed in January, effective in March) is the motion considered adopted by the members the date it was voted on (but not effective) or is it adopted when it becomes effective?

If a member at the current meeting was NOT present at the previous meeting, can he/she move or second the motion to accept the mintues of the previous meeting (that he/she was NOT in attendance)?