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  2. Our HOA Membership meets for an Annual Meeting. In the Past the minutes for that meeting were held for a full year. I know that this should not be done. As Secretary of this HOA I would like to change that. Our By-Laws are in the process of being revised. So question: Can the BOD, who meet quarterly, approve a DRAFT of those annual minutes and then present them to the Membership for approval at the next annual meeting if so stated in an approved set of By-Laws?
  3. Today
  4. Of course not. I just believe they should.
  5. Do you really believe that everybody who comes here for help really reads the small print below everyone’s signature line and that there is no need to ever tell people to check their own rules?? 😂🤣😃 BTW, For whatever it’s worth, the blurbs below the signature lines do not show up when reading posts on my iPhone.
  6. That's why Josh has that statement in his signature. 👇
  7. A single member can't table anything, and nobody can table something because they don't agree with the formatting. So what should have happened was that the chair should have ruled the (motion?) to table as out of order. If the board wishes to prepare a new budget, it was probably not a wise choice to allow the report to be tabled in the first place. But at this point, anyone can move to take the report from the table at the next meeting. Special meetings can't be called except by following the procedures that are (hopefully) contained in your bylaws. See FAQ #12 for more information on the motion to Lay on the Table.
  8. No, we are acting board members in the sense that when the group of people came together to start the Club, they decided to select people to be in an officer role to help guide the Club as it began. The Bylaws were later adopted which provided a provision to allow the current unofficial (acting) board members to continue their duties until the end of the year. So we will have elections in December. The newly elected members will take office on January 1, 2020. Ok, thank you! That's what I thought.
  9. Please clarify this statement. Do the organization’s rules provide for “acting” board members? No. RONR has no procedures to cancel a meeting. If this is a regular meeting, and regular meetings are generally held in the same location, this is sufficient information for a notice. If it is a regular meeting and the meeting location varies, then it is missing the location. If it is a special meeting, it is missing the items of business to be considered. No. I see no reason why the nominations could not occur if this is a regular meeting, unless the organization has its own rules on this subject that I am not aware of. If it is a special meeting, it does not seem the notice provides sufficient information.
  10. It doesn’t say anything about that because committees generally do not keep minutes, since the reports serve as the committee’s records. In the event the committee does keep minutes, I agree that the Secretary would keep them. Since this is a special committee, when the committee has completed its business, there is no longer a committee secretary to pass the minutes on to.
  11. KERR COUNTY PATRIOTS CLUB AGENDA PRAYER APPROVAL OF MINUTES, October 28, 2019 VICE PRESIDENT Ashli Badders UNFINISHED BUSINESS Item 1 Bylaws have been completed and are available for viewing Item 2 Signup sheet for those interested in helping decorate KCPC Christmas float (Susan Deininger & Ruth Cremin) Item 3 Nominations for next year’s officers/ board members (Clayson Lambert) Item 4 Committee member activity reports/comments Political Research Committee: Comments on the School Board NEW BUSINESS Item 1 General Memberships activities, comments and local concerns Special Announcement: Voter Registration Next Year Training at County Commissioners Court on: Wednesday, Nov 20, 3-5 pm Wednesday, Dec 18, 3-5 pm Monday, Jan 6, 3-5 pm To sign up for one of these classes contact the Kerr County Elections Department 830-792-2242 Stay informed by check out our website www.kcpatriots.org NEXT MEETING November 25, 2019, 6:30 PM ADJOURN
  12. Board Meeting Agenda 11.11.19.pdf
  13. I have several questions regarding the procedures that were taken by the Club President to "reschedule" a meeting and other information. The Club just became official in October of this year and currently has "acting" Board members. I am serving on the Board. I have attached a copy of my club's Bylaws for your reference. We are subject to the latest edition of Robert's Rules of Order, Newly Revised. Every other week on Monday, the membership has a meeting at 6:30 p.m. Before that, the board holds it's regular meetings at 5:30 p.m. (on the same day). This past Monday, the President cancelled both meetings due to weather concerns. Can he cancel a meeting? If not, what proper procedures need to be done to cancel the meeting? During the Membership meeting, one item of business that was going to be considered was the nomination of members. (The President knows I was considering running for president and that I was going to be nominated to the position and was not in favor of that idea.) I will attach those agendas. Anyways, due to the cancellation of the meetings, a notice was sent (on the request of the President) to the Membership and the Board. Here is the notice that was sent out: "Good evening, all: Due to the inclement weather last night, Kerr County Patriots Club has rescheduled our next general meeting for November 18th, at 6:30 PM. We have lots of great things to discuss about the future of our club, as well as upcoming primary elections for March 2020. So please come and bring a friend." Does this notice suffice the notice definition as described in RONR? If not, what is it missing? Fist of all, the "Club" did not reschedule the meeting, the President did. Can he reschedule meetings even if it is due to weather conditions? I am still trying to get clarification from the President, but I assume he actually meant that he is calling a special Board meeting and a special Membership meeting. However, our Bylaws (Secs. 4.1 & 4.2) specify that regular Board meetings are determined by the Board, which the Board decided to have them before the regular Membership meetings, and regular Membership Meetings are held biweekly, which would mean the next regular meeting is Nov. 25. I asked the President and apparently the order for business or items that are going to be discussed are the same as the last meetings (refer to agendas). One of my concerns is that I was planning on being nominated to a position and nominees were going to be allowed to give a brief speech at the meeting, and the President knows I won't be able to attend. Can these nominations occur at this "rescheduled" or special meeting (especially considering the scope of the notice)? Thank you for your time and information! Best, Roman M. Garcia Kerr County Patriots Club_ Bylaws.pdf
  14. Yes, I suppose it is conceivable that there might be circumstances under which this would be appropriate, but it would be highly unusual.
  15. First off, committees don’t usually keep formal minutes. Instead, the chairman usually keeps notes of the proceedings. However, if your committee does keep form minutes, I would think the secretary would be the person to retain them, unless they are passed on from committee secretary to committee secretary. See page 500 of RONR for more on committee minutes.
  16. Yesterday
  17. Once a special committee completes its business, is the Secretary responsible for keeping its minutes on file? [RONR (11th ed.), p. 458, II. 34] says that the Secretary must "Keep on file all committee reports" but I can't find anything about the secretary keeping the committee minutes on file.
  18. Would it be proper for the member to say "“I ask for unanimous consent to strike from line 32 of the resolution the word ‘blue’ and insert ‘red’”?
  19. I would say that such a resolution, once adopted, would be in the nature of a bylaw 😉 Agreed. I had included such advice in my previous post but it became long and unwieldy because it got into the concept of adopting bylaws as a whole vs individually or in chunks, as they seem to be doing here.
  20. Josh Martin


    In the ordinary case, if no vote is taken, and there is also no request for unanimous consent, then the motion is not adopted. It is not clear, however, how this applies in this instance. We are told that this assembly has a rule which requires three readings for an amendment to the bylaws. It is not clear from the facts provided whether a vote is required for each of these readings or if a vote is only required for the final adoption of the motion. RONR has no answer to this question since it does not require three readings. So ultimately, this question will need to be answered through carefully reviewing the rules in your bylaws on this matter.
  21. I suppose this is the most reasonable conclusion in this case. ”In some organizations, a particular practice may sometimes come to be followed as a matter of established custom so that it is treated practically as if it were prescribed by a rule. If there is no contrary provision in the parliamentary authority or written rules of the organization, the established custom should be adhered to unless the assembly, by a majority vote, agrees in a particular instance to do otherwise.” (RONR, 11th ed., pg. 19) Since the organization apparently has no written rules whatsoever, the custom cannot possibly conflict with a written rule of the organization. There also does not seem to be a contrary provision (or any provision) in the parliamentary authority (if we conclude that the rules governing who is a member of a mass meeting or temporary society are inapplicable), and in any event, since the parliamentary authority is also adopted only by custom, it would only be persuasive, not binding. What is less clear is what happens if the organization actually does adopt a rule on this matter. RONR assumes that such a rule is a part of the bylaws, and I think it is clear that such a rule is not in the nature of a special rule of order or standing rule. There seems to be a possibility that the organization will adopt a standalone rule governing who is a voting member of the society, and I don’t know what sort of rule that is or what the requirements for amendment are. I would still urge the society to adopt complete bylaws as soon as possible, since I expect that questions such as this one will pester the society for some time otherwise. RONR does not establish a framework for how a permanent society without bylaws is supposed to operate.
  22. i’m still waiting for an explanation as to where the three reading requirement is spelled out. Is it in the bylaws? A special rule of order? Custom?
  23. It has rules, they're unwritten (= custom). "The established custom should be adhered to unless the assembly, by a majority vote, agrees in a particular instance to do otherwise." (RONR 11th ed., p.19, lines 5-9)
  24. Atul Kapur


    Is this at the "third reading" stage? Did the presiding officer say why no vote was required? Did it pass by General Consent? Did the chair declare that the motion was adopted or lost?
  25. Why would there be a vote prior to going through your three reading process? Or did that take place already?
  26. I have no disagreement that an amendment to the proposed bylaws may be offered and that a majority vote is sufficient for adoption. My understanding was that there was an attempt to adopt the proposed rule before adopting bylaws. I think “not recommended” undersells the problem quite a bit. The question is regarding the adoption of a rule regarding which members may vote. RONR assumes that for an existing group, such rules are defined in the bylaws. RONR has no answer to how such s rule is defined in a group which has been operating using only custom and the common parliamentary law, except in the context of a mass meeting or temporary society. Okay then, in an “organized society that already exists,” but which has no rules defining its existence or membership, and is not a mass meeting, how (other than by finally adopting bylaws) may such an organization adopt a rule providing which members may vote (or even who the members are)?
  27. Guest


    Three readings is required to amend the by-laws, which this would be doing. Our custom is to read at the initial meeting, post in the newsletter the resolution for the second reading and the date and time we would be reading it the third time. At the announced date and time, we then debate and vote on acceptance or denial. But regardless of this particular situation, what happens when no vote was taken and recorded on a motion? Is any motion valid without a clear record of aye or nay?
  28. Where does the three readings procedure come from? Is it in your bylaws? Your special rules of order? Custom? Nothing in RONR requires three or even two readings. Someone makes a motion, the motion is seconded, the motion is debated and possibly amended, and a vote is taken. It normally all transpires at the same meeting. So, based on the rules in RONR, it certainly sounds like a legitimate motion. However, your three reading process throws a monkey wrench into it and I don’t think we can answer your question without knowing more about that.
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