Daisy Carrington

We have historically had co-chairs for several committees of the PTA. We've also asked that the position respectfully has one vote. I understand from reading and past discussions that the basis of RONR is respect for the person and their voice and thus one vote per person can't be denied. We will likely continue to ask for one vote for the position. I know most on this forum say we can't have co-chairs, but we do! It's like saying you can't have twins because we didn't see them on the ultrasound and we only have one crib!

I was able to find a previous discussion on this topic and I think I have the answer. One person, one vote. Each person gets a vote. I know RONR doesn't like co-chairs.

We have a board position that is occupied by two co-chairs. How many votes does the position get? I understand Roberts Rules mandates each person gets a vote and this cannot be denied, but what happens in a co-chair situation when both people show up for the Board Meeting?

Thank you!

The secretary of our organization has not provided drafts of the minutes in advance of the general membership meetings for me to review. I am not comfortable approving something I've not read. We have not approved minutes for the entire year as a result of not having them prepared or giving them to me 20 minutes before a meeting. Once I read them, they required changes. I suggested we call a special general membership meeting to approve the minutes. (3 days notice). I can get a quorum. If we do not do this, can the next new board consisting of 3/5 new members and a new general memeberhsip base approve the previous year's minutes?

Hum... So 5. I guess I need to whip up some minutes since we just had a Board meeting when I thought we did not.

Our board has 10 seats. Only 9 seats are filled (one member resigned). Is our quorum 5 or 6?

Our Fundraising Chair is a Board position. The Fundraising Chair wishes to resign from the Board but maintain his fundraising duties. This is fine with the Board. Basically it means he communicates by email but doesn't have to show up for Board Meetings. Our bylaws allows the Executive Committe to remove the Fundraising Chair as a Board positon. Is it as easy as that? Do we simply vote to remove the Fundraising Chair as a Board position?

In the summary of changes in 11th edition RONR on this site, parliamentary law (#5) and parliamentary procedure (#18) are mentioned. #5 states: One vote, one person is the fundamental principal of parliamentary law. It is my understanding that RONR covers parliamentary procedure as mentioned in #18. Is calling it law a tradition? Is it really just procedure? Looking for depth on the subject. Thanks!

If the secretary is not present at a meeting and someone else takes the minutes, who signs them when they are approved, the secretary or the person who took the minutes?

After a careful review of our bylaws, they say, "a vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the vice president." We have two. Who gets the shoe in? Is it assumed the first VP or do the first and second VPs or Board decide? The duties of the VPs are not spelled out, so it is not written that either will assume the role.

The President of our association resigned, so according to our bylaws, the 1st VP assumed the role. Along with this change, the 2nd VP was appointed 1st VP and Hospitality co-chair appointed 2nd VP, all in line with our bylaws. (Even though they are elected positions in the case of resignations, position may be appointed. We went through the necessary steps to resign and appoint.) This happened mid-fiscal year. Our bylaws state, "a person shall not be eligible to serve more than three consecutive terms in the same office." Since the new officers assumed their roles mid-year, and were not elected, can they be elected 3 years and thus effectively be in their positions 3.5 years? We also have the option of changing our bylaws to make term limits 4 years, but I'd like to avoid that if possible.

I am secretary for a non-professional, non-profit organization. I have a background in financial analysis and have noted several points in the financial documents that need to be corrected. What are my fiduciary responsibilities as a board member? It is my understanding that once an error is noted, I need to bring this to the Board and have it corrected, as the money is not ours, but the membership's. I'm looking for validation that I have a fiduciary responsibility to the general membership to be proactive and make the necessary changes as a Board member, not as secretary. The President told me that "it is tough when you are secretary, but we must respect the treasurer." The treasurer is not adhering to the organization's policies and has produced erroneous documents. My questions and advice have not gone over well so far.

Thank you all for the lively and enlightening discussion. I appreciate the advice and guidance. I enjoy hearing everyone's well reasoned arguments. I have learned something and can take action knowing that I have been well informed by the experts in the field.

JD Stackpole, I have RONRIB, and I've read three other books on RONR. Plowing through the real thing is a goal. Mr. Fish, I understand and agree with your recommendations. But I'm looking for what we MUST do not what is recommended. If we need to change the bylaws for the voting of cochairs, well certainly spell out cochairs. I'm hoping we don't need to go that way, as after all this discussion, I see the aversion to cochairs. I have to say though, somehow they work just fine on the PTA. Every PTA I've known has had them. I'm just trying to adhere to the rules. I'm sure my compatriot PTAers think I'm annoying.