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Found 90 results

  1. We have a club election coming up and I have a question about the order of business. Our chairman plans to hold the elections at the beginning of the meeting during the refreshments. I'm concerned about the distractions and uncontrolled chaos around the secretary's table that would make it hard to control ballots and verify eligible voters. We vote by written ballot;nominations were made at the last meeting. Two questions: Is it proper or advisable to hold elections in this environment? Absent a published agenda which our chairman has steadfastly refused to produce, does RONR offer any guidance as to what point in a meeting elections should be held: during new business, unfinished business, etc.? We do have an order of business published in our Standing Rules of Order which I pasted verbatim below. Thanks. Refreshments and Roundtable Discussion (6:00 – 6:30) Educational Program/Speaker 6:30-7:15 Call to Order (President or Presiding Officer) 7:15-7:20 Invocation 7:15-7:20 Pledge of Allegiance 7:15-7:20 Recognition of New Members and Guests (President) 7:20-7:30 Reading of the minutes (Secretary) 7:30-7:35 Treasurer’s Report (Treasurer) 7:35-7:40 Committee Reports (Committee Chairs) 7:40-7:50 Break 7:50-8:00 Board of Directors Reports (President) 8:00-8:10 Other Officers Reports 8:10-8:20 Unfinished Business 8:20-8:45 New Business 8:45-9:00 Adjournment (President) 9:00
  2. 1. Who write up the agenda, the President or the Secretary ? 2. Where can one find the answer in Robert's Rules of Order ? 3. How is an Officer removed from Office
  3. 2 Motions were properly put by a member to be included in the Agenda for Annual general Meeting and was published 21 days in advance of the meeting as per the Constitution of the Club. Is it in order to remove the motion from the agenda before the meeting but after the 21 day deadline for publishing the agenda in advance? My view is that the agenda cannot be amended but that the Chair of the AGM can advise the attendees that the proposers have asked that the motions be withdrawn Note ,our constitution is silent as to anything to do with changing AGM agenda before or at meeting Advice greatly appreciated
  4. Voting no on an agenda

    We have a council member who votes no on every single agenda. Since he votes no on it, are there any rules as to whether or not he can then comment and vote on said agenda items?
  5. Agenda Development

    How should an agenda be developed?
  6. Issues at hand

    Our private organization's constitution contains the following clause entitled "Conducting Business Meetings": Any member may attend any meeting of the boards, committees and societies and speak to issues at hand if not restricted by this Constitution; though, for good order, the chairman has the right to place restrictions and policies on meeting guests. The chairmen of some boards have put guest policies in place where guests are entitled to speak to the business items on the pre-published agenda at the start of the meeting, then proceed with the board meeting in a closed session consisting only of the elected board members who are entitled to vote. These chairmen have therefore defined "issues at-hand" to mean the business motions that were on the pre-published agenda, which is always adopted as the agenda for the meeting. They believe the spirit of the constitution clause is satisfied by giving general members time to speak ahead of the formal board member debate. However, a dispute has arisen with a member who has interpreted the term "issues at hand" to mean the items under discussion at the time they are opened for debate among the board members, therefore allowing them the right to attend the closed session and be given the chance to participate in the debate. They define "at hand" to mean the real-time debate by the board voting members. Under this interpretation, there would be no closed sessions. It appears that resolution of this concern requires agreement on the term "issues at hand". This does not appear to be a formal term in RONR, and I am interested in opinions from the forum on this debate.
  7. Is there any guidance or preferred practice for recording the agenda in the minutes? Typically, our board approves minutes that reflect the motion to adopt an agenda. We would be correct that there is no need or requirement (or purpose, really) in specifying what was listed on the agenda (or amended to agenda) in the minutes, yes?
  8. My board has a policy which states that our agenda must be followed, and that in order to change the agenda set by the chairman and executive member, there must be a unanimous vote of the board. This policy has been interpreted to mean that no motions of new business can be made without it being approved on the agenda. I contend that this is in violation of RONR. We follow "the most recent edition of Roberts Rules of Order". I cannot find anything specific in RONR which states that the purpose of New Business is to bring up new motions, whether they are specifically listed on the agenda or not. Please advise.
  9. Ms.

    My board has a policy which states that our agenda must be followed, and that in order to change the agenda set by the chairman and executive member, there must be a unanimous vote of the board. This policy has been interpreted to mean that no motions of new business can be made without it being approved on the agenda. I contend that this is in violation of RONR. We follow "the most recent edition of Roberts Rules of Order". I cannot find anything specific in RONR which states that the purpose of New Business is to bring up new motions, whether they are specifically listed on the agenda or not. Please advise.
  10. Agenda Question

    I am on a daycare association board and we meet once a month for a 2 hour training and allow for a 15 minute business meeting. In Roberts Rules of Order 11th Edition-does it state any where that the association or board may require all agenda items to be submitted 12 hours before the meeting and only the items on the agenda will be discussed due to the time allowed for the meeting? On our agenda the last item is always members questions and concerns-we have one member who will not contact the board on any questions or concerns and brings a list of them to each meeting which makes our meetings last 25-30 minutes instead of the 15 allowed. The members are getting very aggravated with her due to 99% of her questions or concerns could have been answered by the board and saved everyone time. The members and the board have asked her to contact the board ahead of the meetings about her questions and concerns but she will not do so. Most of her questions and concerns are negative toward the board and the association. Any suggestions?
  11. Future Agenda Items

    At our last meeting, our Board requested information on a specific subject. We were not able to obtain any of the information yet, so we did not add it to the next board agenda, as there is nothing to report. One of our Board Member's claims that this is a violation of Robert's Rules of Order. I do not see how he is coming to that conclusion. Any information on where I could look for something like that?
  12. Special meeting agenda

    When a special meeting of the Board is called, who sets the agenda and can any other business be conducted other than what is on the agenda?
  13. There is some confusion about this in my organization. Can anyone help to clarify? According to Robert’s Rules of Order, “After an agenda has been adopted by the assembly, no change can be made in it except by a two-thirds vote, a vote of a majority of the entire membership, or unanimous consent.” (p. 373) Does this mean (1) that after the assembly has approved the agenda, a member may not add another item to the agenda except by a two-thirds vote; or (2) that only the general order of business (approval of minutes, committee reports, unfinished business, new business, etc.) is constrained by the adoption of the agenda and, hence, new items may subsequently be added spontaneously by any member without a two-thirds vote?
  14. Two questions: 1. If an ADOPTED agenda includes a generic topic under New Business like "Lobby Decorating," can multiple motions germane to "Lobby Decorating" be offered under that agenda item before the body proceeds to the next item of business (say, "Landscaping")? For example, let's say a motion concerning wallpaper is made and disposed of under Lobby Decorating, can a member then rise following that vote and make a motion concerning carpeting? Or, are no further motions in order beyond that first motion because the next item of business (Landscaping) is up next? 2. I serve on a small board of fewer than 12 members. When it comes discussing business items on an adopted agenda, we customarily prefer to make a motion and require a second at the outset. But, we understand that RONR 11 ed. Procedure In Small Boards permits informal discussion when no motion is pending. This procedure also says that "motions need not be seconded" (p. 488 l. 1), which in our experience makes it very difficult for our group (even small) to distill and agree when a motion has been made "perfectly clear" (p. 488, l. 9), especially for the presiding officer and secretary. Is there any guidance on how to balance the procedures for small boards with the rest of the Rules? Can we allow informal discussion to precede a properly made motion, and how enforceable is that? Does having an approved agenda help control any of this?
  15. Agendas

    Do agendas have to be sent out in advance of meetings? If so, how far in advance?
  16. We had our AGM today and at the end of the meeting someone proposed a new motion not on the agenda. It was said that if everyone at the meeting agreed the vote could go ahead. Other AGMs which I have attended would not allow a new item not on the agenda. I could not find the answer in my11th edition. Suggestions please. Bill
  17. amending the agenda

    School Board unable to agree on procedure. Have FAQ's and 11th edition. Does a committee members move to amend the Agenda (prior to member approval) require a second and majority approval prior to adding to the agenda? If yes, is it debatable? If a second member also makes a move to amend and the response to the above question is yes, are they handled separately?
  18. "Good of the Order"

    Can anyone shed light on this phrase? I have not found it in RONR; I don't expect anyone to tell me it's there. I am interested to know what this is intented, or customarily used to mean. I am interested to know history as it relates to this phrase. I am interested to know why it is not found in RONR. Thank you for your time.
  19. Good morning all, Our small HOA Board of Directors met for our Regular meeting this month. At that meeting we made and passed a motion to have a Special Meeting (allowed by ByLaws) to finalize the 2016 budget to present to the Members at the General Membership Meeting in January. A request a couple of weeks later was made to discuss another topic (landscape related, non-urgent) at the Special Meeting as well. No notice of the Special Meeting has as yet gone out - it is scheduled to go out in a couple of weeks. It is my understanding the Special Meetings are called to address specific issues that are not able to wait until the next Regular meeting. And sense the motion for the Special meeting was specific to meeting to finalize a budget, that pretty much constitutes the purpose and agenda. Therefore we cannot add other items to the meeting. My recommendation to the Board Member is that the landscape issue can be put on the next Regular Meeting agenda. I'd like to make sure I'm clear on my understanding of Special Meetings before I give them my response. Thanks Laurie (HOA Pres.)
  20. Officers and Agendas

    We are starting a new school year and our student government failed (due to conflicts between certain students and advisors) to hold an election for new officers. Starting this school year, since the term expired over the summer, what should we do for running a meeting? The past-year's President and Secretary are still at the college, but should they still be in their positions? Fact is: a few of us are exasperated but still trying to keep our government going because this is how our clubs get funding and activities happen on campus. In order to hold elections we have to have an election committee make the election known for people to nominate themselves or others with ample amount of time, then at least half the college has to vote, so this will take most likely the first whole month of school. IF the past President and Secretary can keep the positions we are still down a vice, treasurer (which is required by law), and a PIO. I guess one way to sum this complicated problem up is: can we hold an emergency vote where members present volunteer for roles? Can I along with our other director create an agenda and tell the government that I'm creating a committee to get this stuff done that meets immediately after that meeting and Chair the committee? Who is in charge (please tell me not the advisor)?
  21. Hello all, We recently had an election in our neighborhood association in which several officers were replaced in the election by officers whom the assembly felt were more in line with the desires of the members of the association. This resulted in a new President, but the old Vice President was not up for election and maintained his position. Shortly before the President left for a vacation, a regular officer's meeting was held and the agenda for the upcoming association meeting was created by the President (as per the bylaws). Once the President had left the country, the Vice President added a controverial issue to be discussed and voted on that the President had expressly put off until after his return and then posted the agenda as per the bylaws. Although, the bylaws say that the Vice President will assume the duties of the President in his absence, this seems to be a direct flouting of the wishes of the President. While the other officers are very upset at this behavior, they do not seem to know what to do about it. Is this a violation of the VP's authority? What can the members of the association do to prevent this items from being discussed and voted on at the meeting? How would one go about doing it according to the Rules? Can a member of the association bring up at the beginning of the meeting (when the agenda is passed out) that this is inappropriate behavior on the part of the VP and move that the questionable item be removed from the agenda? Would it be appropriate to have the Secrectary take over the meeting during this time as the motion directly relates to the VP who would be conducting the meeting? My thanks for your replies.
  22. agenda

    Is it acceptable for the board of directors to add an agenda at a general membership meeting. if allowable can the person who adds an item to that agenda be allowed a specific time limit to present their questions.
  23. We publically post our board meeting agendas and any committee reports to be presented prior to each meeting. Typically, the meetings are conducted in order of the agenda and the recorded minutes match the agenda item. On occasion, during the meeting an agenda item is moved ahead to meet a scheduling conflict. Should the recorded minutes follow the order of the posted agenda or the order in which the item was presented at the meeting (no longer following the posted agenda)?
  24. Setting an Agenda

    Bylaws of our local county political party state "The rules contained in the most current edition of Robert's Rules of Order shall guide the Executive Committee in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules promulgated by the Republican Party of Texas, or any state or federal statues." The word "agenda" is absent from our bylaws. The term "meeting notices" and "notice" are used. Our bylaws state: "All meeting notices must be in writing and include the date, time, and location of the meeting. A notice must include a statement of any business requiring a vote of the Executive committee to be conducted at the meeting. Official action may be taken only on items listed on the notice unless unanimous consent is received from Executive Committee members present at the meeting to waive such requirement (emphasis added)." Our Party (Executive Committee) Secretary emailed an "Agenda of RPNC EC Quarterly Meeting, 2015" to each voting member. In another email, he said in part "The July 13 meeting was announced at least 10 days in advance, and the Agenda has been sent to members of the Executive Committee." The agenda states: "The Agenda for the RPNC Executive Committee meeting will be (emphasis added) as follows:..." Now to more relevant parts - Our Committee has never voted to adopt an agenda, much less to seek to add or to amend the agenda at the outset of the meeting. Our committee members know very little about parliamentary rules (me included). An agenda item to vote on vacant precinct chair positions is placed after two items: 1. Discussion and possible action on proposed resolutions (none listed) - to be supplied prior to meeting (?) 2. Including discussion on direction of RPNC and the role of chairman. [We have a new chairman] Reading RONR FAQ page, there was reference to page 372, ll. 24-25. regarding adding to or amending the agenda. I would like to move the item for voting on new precinct chairs from its current position on the agenda to after the Treasurer's Report but before the discussion items since discussion items may/may not require a vote. This might allow the new precinct chairs to vote on any discussion items if such come up. Do our bylaws supercede Robert's Rules by requiring unanimous consent on any agenda? If not, can we seek to add to or amend the agenda "at the outset of a session" ? What does "at the outset of a session" mean? When does that occur? RPNC_BY-LAWS amended July 2014.doc RPNC_071315 Agenda.doc
  25. If the presiding officer skips over a particular order of business or item of agenda, would it be OK to raise attention to that error by raising a point of order or should a member always use "call for the orders of the day"?
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