Juan

The special meeting request was sent to the membership Not the board. The general membership voted in the officer for a 1 year term. Subsequent re-election is allowed indefinitely each year. There is nothing in the bylaws about special meetings or acceptance of resignations. When not specified in the bylaws We would revert to Robert's rules. So the question becomes: Robert's Rules requires a vote to accept a request to be excused from duty. Who then needs to vote on the acceptance, General Membership or Board of Trustees. Once it is accepted, it seems clear to me that the board would appoint a new officer who would take on the responsibilities of that office until the next General Election which would be in June where nominations are made for 3 weeks followed by an election. It also seems to me that the board would need to have a special meeting to replace the officer because it is a critical position and needs to be filled right away and not wait another month. On a side note what is the time frame for notifications for a special meeting both for Board meetings and General Meetings when not specified in the Bylaws. Is this addressed in Roberts Rules?

The board received a resignation letter which was read to board members at the last board meeting. There was not a vote to accept the resignation at the board meeting just an acknowledgement that it was received. A response letter was sent to the officer resigning stating the letter will be discussed at the next board meeting next month. If it is never accepted by the board (a vote to accept) how can they appoint a replacement or even have a vote tonight?

The body that elects is the general membership the body that appoints would be the board of Trustees. Thanks for the help. 1 more question. The president of the organization just sent out a blast email to all of the members (some members do not have email) at 10:30 AM notifying them of the special election to replace the treasurer. The email states that there will be a special meeting and vote which will take place 1 hour before the general business meeting which will be held today in 8 hours from the email sent time. Is this proper notice? and can this be done?? I think the entire meeting and vote is not acceptable because the board can appoint the officer, the notification of special meeting and vote is not proper. The president however states he would rather be more cautious and friendly to the membership and requesting a vote to fill the position from the membership instead of the board. It would be seen as the proper (better) course of action. Also there is no nominations from the membership unless they hold them tonight minutes before the vote. This whole thing seems wrong on so many levels which is nothing unusual for this Board.

An officer wrote a letter of resignation mid term. Our bylaws specifically state "if there should be a vacancy in any office other than President the Board of Trustees shall appoint an active member to assume the office until the next election." Q1. Does the resignation letter need to be read to the assembly at the next business meeting? Q1.2 Does the membership have to vote to accept the resignation? Q2. Can the Board of Trustees decide to hold a special election to fill the vacancy instead of appointing a new officer or must they follow the bylaws and just make the appointment. Which one should be followed? Q3 If the letter has to be read should it be done before the vote / appointment of the new officer?