Who speaks at committee meetings?

[Guest Abby]

At the past few meetings of our Finance Committee, a significant number of non-committee members have attended with the expectation that they can freely comment and participate in the discussion, although they understand that they cannot vote. When we tried to convert the meeting into a "hearing" style, with uninvited guests invited to give their opinions at the beginning of the meeting but then merely observing during the rest of the meeting, so the committee could do its work, we were roundly squashed. In addition, the non-members insisted that we could not allow staff members or the organization's president to participate differently than they could as univited guests.

 

Can anyone give me guidance on the participation of the interested public (members of our organization, but not appointed to the committee) in committee meetings? Many thanks!

[Bruce Lages]

RONR states that only members of whatever body is meeting are entitled to attend and take part in the business before that body, and non-members may be present or participate only by invitation from that body. In your case, that is your committee, so non-members of the committee do not have any inherent right to attend or contribute to the work of the committee, unless your organization's rules, or the motion establishing the committee, say otherwise. If it is a custom of your organization that non-members can attend and participate in committee meetings, then you might want to bring this issue to the attention of the body that established the committee, likely the general membership.

 

Note though that it is fairly common for committees to invite non-members (including staff members if necessary) to provide input to help the committee complete its work. But, as above, this is by specific invitation from the committee and can be subject to whatever conditions the committee feels is appropriate.

[Josh Martin]

When we tried to convert the meeting into a "hearing" style, with uninvited guests invited to give their opinions at the beginning of the meeting but then merely observing during the rest of the meeting, so the committee could do its work, we were roundly squashed.

Squashed by who?

In addition, the non-members insisted that we could not allow staff members or the organization's president to participate differently than they could as univited guests.

Can anyone give me guidance on the participation of the interested public (members of our organization, but not appointed to the committee) in committee meetings?

Non-members may speak only if the committee permits it. This requires a majority vote if no motion is pending, or a 2/3 vote to let them speak in debate. Beyond that, RONR provides no guidance on this subject.

The committee is free to adopt whatever guidelines for non-member participation it wishes, subject to any instructions from the parent assembly. Such guidelines do not need to be applied equally. The committee is free to permit greater participation from staff members and the organization's President if it wishes.

[Guest Mike S]

Does a motion that comes out of a sub-committee require a second?

[Richard Brown]

Does a motion that comes out of a sub-committee require a second?

No.  Motions made in a committee (or a sub-committee) do not need to be seconded and neither do motions before the full committee that are moved by  the sub-committee chairman or another sub-committee member on behalf of the sub-committee. 

 

Committees themselves (and subcommittees) follow  the "small board rules"  of RONR and motions made in the committee do not need to be seconded.RONR page 500.

 

Motions originating in a committee (or a recommendation of a committee) that are moved in a meeting of the general membership (or a board) on behalf of the committee do not need to be seconded because in all likelihood, the committee was comprised of more than one person and therefore had the support of more than one person in order to be reported out by the committee.  See pages 36 and 507.  The same principle would apply to a motion or recommendation from a sub-committee to the full committee.

 

Sub-committees report to the full committee and the full  committee reports to the assembly, which could be either the general membership or an executive board.