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  1. I am a member of a newer board (operating less than three years) We want to make sure that we are conducting business properly. I have to questions: 1.) If a committee is planning an event, do they compile a working document (preliminary proposal and preliminary budget) and get board approval to continue working on that event under the scope of that? Or/ does each item the committee is working on need to be brought before the board individually for a vote? (ex: event theme, decorations, food/beverages) With a preliminary budget in place can the committee make choices and purchases within the spending approved in the preliminary budget, knowing that the budget can be amended by board vote? 2.) If a motion was made and seconded, but there is conflict with how the motion was written by two of the board members, can the motion be withdrawn (if it has already been seconded and gone into discussion) or can it be amended to read differently before going for a vote and if so how would that be presented? 3.) If there is a person who serves on different committees, can the work of one committee continue even though one of the members of that committee is busy doing other work on other committees? Can a committee make decisions without that committee member if they do not make themselves available due to those other commitments? This is the motion that was presented to the board: Motion: I make a motion to accept the Preliminary Fall Conference proposal and for the committee to move ahead with planning and marketing the fall conference, within the confines of the proposal and approved budget. All decisions moving forward can be made at the discretion of the training committee; knowing that committee members are accountable to the association membership and it's board of directors and will therefore update the board monthly, or more frequently if requested, on the progress of the conference. Any changes to the budget, will need to be brought to the board for discussion and approval.
  2. Guest

    voting procedures

    when the board of directors votes on a decision to discipline a member, can the membership over rule that decision ?
  3. The board was voting on a motion. Afterwards, the chairman realized one of the board members did not raise his hand in favor or against the motion, nor did the member declare he was abstaining from voting. In a subsequent email to the board, the chairman asked the member in question to make clear what his vote was. This....doesn't seem ok. Any thoughts? Thanks.
  4. A vote occurred in our community that resulted in a clear majority deciding to remove an amenity. Instead of fulfilling the will of the people, the Board sent out another vote to re-vote the issue. Is there something in RR that discusses fulfilling a voted requirement before another can be offered? It seems there is no end to this 'we'll just keep voting' mindset.
  5. Guest


    I belong to a membership organization that uses a nominating committee as part of its leadership election process. The bylaws require a ballot vote. This year we have independent candidates in addition to the nominated candidates. The bylaws state: “Except as otherwise provided by statute or these Bylaws, two-thirds (2/3) of affirmative votes cast by the members entitled to vote, if a quorum is present at such time, shall be the act of the membership of the League”. In the event that no candidate receives 2/3 vote do we re ballot until a candidate receives the required number of votes? The bylaws allow for absentee ballots to be submitted 24 hours prior to the voting meeting. Thank you for your advice.
  6. According to the by-laws if a President has to step down for any reason, he will appoint an acting P in his place until the set elections. In this case, a particular person will ask the P to step down, back story unnecessary. If the P removes himself, is he entitled to appoint someone still and whether or not someone is appointed, can the membership call an emergency vote to fill the new position before the set elections?
  7. Hello, I am a staff member for a municipal corporation supporting a citizen's advisory board. A question has arisen as to the proper procedure for nominating and voting to select the chair of an advisory board for the year. After nominations were made, each nominee gave a nominating speech. Two speeches were very short (two or there sentences), and one was longer. After each nominee spoke, another member, who has served as Chair in the past made a philosophical comment on the purpose and function of the board as an advisory committee. His comment was not specifically directed at the nominee who made the longer speech, but could be interpreted to take some exception to some of the ideas the nominee expressed. Next the vote was taken and the results announced. After the meeting, the nominee who gave the longer nominating speech, who was not elected, complained to staff that there should not have been allowed any deliberative or other comments made after nominations were complete and that immediately after nominations, the vote should have occurred without any comment or deliberation of the members. It seems to me that elections are sort of a special case of the standard progression of motion, deliberation and voting and that comments or deliberations by the members after nominations and before election voting by the members is appropriate. Are comments, deliberations, or recommendations by the members allowed after nominations are complete before voting occurs for electing a Chair? Thank you.
  8. Greetings! Can anyone point me to the specific pages in RROO, 11th Edition, where it states that 'silence means consent' and how the vote should be recorded properly? My research online reveals that when a member remains silent, they are consenting. Those who do not vote allow the decision to be made by those who do vote. I have a board member who says RROO states silence means abstention and I can't find that in the book either. Any help is appreciated! Thank you!
  9. One of our members is on a three-week-long official leave of absence. During that time, we are having elections for new members and our executive officers slate. Does a member on leave have the right to vote? She will be calling into the meeting to attend via speakerphone, which our bylaws permit, but is she considered an active member during that meeting and/or considered part of the quorum? If we are voting by ballot only, which our bylaws require, is she allowed to send in a ballot and thus vote, without actually appearing at the meeting? She is not permitted to vote by proxy but would have an actual ballot delivered. I’m having trouble finding the answer to this in ROR that I can cite. Thank you.
  10. I am the Chair of the governing board of a not-for-profit body established by statute to regulate the practice of a profession in our jurisdiction. From time to time, we may be asked to appoint representatives of either our board or of the organization to outside entities, often at a governance level. In addition, we establish governance committees of the board on a regulator basis, both standing committees with term limits, and special or ad hoc committees. When we are required to make these and similar appointments, we often solicit volunteers or nominations for the post(s) in questions, and then hold a vote, frequently by secret ballot. Once all the ballots are submitted and counted, a "winner" is declared. Then we hold a second vote, on a Motion to appoint so-and-so to the post in question. In my view, that second Motion is redundant, and the balloting process should suffice to make the appointment, unless there is some irregularity. In addition, when there is only one candidate for a post, we do not declare that individual elected by acclamation, but again require a Motion to appoint the individual. That also seems to me to be redundant. This process seems simply an extra step that takes little time when it occurs at a face-to-face meeting, but it introduces extra delay when it involves teleconference meetings and electronic vote in question that come up between face-to-face meetings, which are permitted both by our enabling legislation and our Bylaws. For example, a ballot is sent out for an electronic vote to make an appointment which has a deadline before our next face-to-face meeting, usually for legislated reasons beyond our control. Once all the ballots are in by the voting deadline, we then hold a second electronic vote to affirm the appointment of the individual who gained the plurality of the votes on the ballot. Do we need that second vote? Thank you.
  11. I recently joined a new volunteer fire department. I have been a member less than a year. I used to be in abother department for 13 years. We have some well detailed but somewhat cumbersome rules. However it appears as our by laws were violated about 6 months ago but nobody raised a point of order at the time. I am wondering if it is too late to do so. We have two types of officers, executive and operational. The executive side runs the organization and the operational side commands at emergencies. There are various requirements for operational officers that increase with rank. It is the job of the executive officers to determine that all nominees for operational office are qualified. In May a member was nominated for lieutenant, the executive board made no objection to the nomination. In June when the elections were about to be held the executive board was asked about qualifications for a different nominee for a different lieutenant position. Their reply was that they had not met with the Chief to get the information they needed and thus they had no way of telling who was or was not qualified. Both of those two nominees were running unopposed so the presiding officer said that there was no point in delaying their election. Both of those nominees were elected, by the secretary casting one ballot. An objection was raised from the floor about another candidate for lieutenant not having one qualification. He was questioned abut this by the presiding officer and it was determined that he could not be nominated for that position. Now it turns out that the first member I wrote about also lacked a qualification for office, although a different one. It also looks like several members and officers on both the executive and operational sides knew about this issue. I was not a voting member at the time so I could not bring it up. Is it too late to bring up this problem, next month which will be 6 months into a 1 year term? I have asked some other members but everyone seems to think that if the membership voted than the election has to stand even though the member was never qualified to run in the first place.
  12. The term "majority of a quorum" baffles me. It seems (1) redundant and (2) ambiguous. Redundant because a vote cannot be taken without a quorum present so why specify "majority of a quorum?" Ambiguous because it would seem to be subject to interpretation. Suppose an organization has 24 member and the bylaws state that 25% of the membership constitutes a quorum. Then 6 members would make up a quorum and 4 would be a majority of a quorum. Then suppose 20 members are present for the vote. A majority of those present would now be 11. Now 16 people vote in favor of the motion and 4 oppose. A majority of a quorum opposed. Does the motion fail? That's silly, of course, but in a world where millions of dollars can rest on the presence or absence of an "Oxford comma," it seems strange to use an ambiguous and redundant phrase. Any comments?
  13. Guest

    Voting Procedure

    Is it proper to take a vote on something the members have not had the time to read?
  14. Guest

    Re voting

    my union took a vote to approve a new contract. Now members want to re vote claiming they misunderstood. Is that legitimated?
  15. My organization has had a years-long tradition in which someone calls "Acclamation" when it came time to vote. The chair then says, "Acclamation has been called; is there any dissent?" Seeing none, the motion is approved by consensus. If there is dissent, then the chair moves to a form of countable voting. I have searched various sources for this "rule," and I cannot find one. Can someone please answer the following: 1. Is calling "Acclamation" an actual allowable rule? I am familiar with the chair using the phrase "If there is no objection..." as a way to approve some motions by consensus, but I cannot find this particular phrase. 2. Members of my organization have taken to voting by consensus for everything, including main motions (beyond simply procedural actions such as approving the minutes and adjourning the meeting) and amendments. I am trying to convey to them that an actual voice or counted vote needs to occur. Can someone point me to sections of RR that I can use as a referral? Thanks in advance for any help you can give!
  16. Guest

    Second Vs. Voting

    In regards to a three member board. One member discloses a conflict of interest, but lets the public know that per the State Ethics Commission he can vote to break a tie, because of the size of the board. If the chairman makes the motion, can the person with the conflict of interest second that motion? I understand that he can "vote" to break a tie, but the second has to come before the vote.
  17. Guest

    Tie Vote

    When there is a vote on officers by secret ballot and one position results in a tie vote but the other offices are decided, what procedure should be followed for breaking the tie vote? Does the unit vote only on the office that is tied? Vote on the entire slate again?
  18. I am a Board member, had to leave one Board meeting early due to family member being ill and had to miss the subsequent Board meeting. At these 2 Board meetings, 2 major issues were voted on and the minutes of these 2 meetings show Board members as voting "unanimously" in favor of these issues. While the minutes for 1st meeting show I had to leave early and the minutes for the 2nd meeting show me as "absent", our Annual Members Meeting is scheduled to take place in the next 5 few days. Since, as a Board member, I am strongly opposed to these 2 issues as I do not think they are in the best interests of the membership, my question is: Question: Is there a way, within Roberts Rules of Order, that I can early on in the Annual Members meeting, somehow publicly note "for the record" that, had I been able to be present for votes on these issues I would have voted against them? How can I let the membership know that I opposed these 2 issues since, for the past 2 years I have opposed them, the community has relied on my leadership on these 2 issues and have, at Annual Members Meetings, agreed with my opposition. Therefore, I would not want membership to think I have suddenly changed my position on these 2 significant issues which stand to be more detrimental than beneficial to the membership. While I always respect majority vote, the membership thinking that I am now in agreement with 2 actions I have always strongly opposed in order to protect members' rights, may influence members to vote in favor of these issues. However, if they understand that, had I been able to vote on these 2 actions, I would have voted "no" and opposed them, members will clearly recall the rationales for my ongoing opposition over the past 2 years, for the good of all members. Thank you for any information or guidance you can provide.
  19. Some of our church bylaws, such as to adopt an amendment to a bylaw, require a vote by those "present and voting." When voting on other motions (such as amending the amendment, waiving some standing rules, referring to the committee, or adjourning) is voting just by those present (unless specifically mentioned in the bylaws)?
  20. Guest

    parlimentarian error

    Does Roberts Rules Of Order speak to whether or not business can be re-visited after the close of business, outside of and before another meeting? I belong to an organization whose parliamentarian authority states in writing, that Robert's Rules of Order governs meetings in matters not covered by our organization's rules. Our organization's rules state in writing that a proposed amendment is adopted if it has been approved by 2/3 vote of those voting. Following a recent meeting, a controversy arose. During said meeting, our parliamentarian, after a vote, mistakenly announced that the just-voted on proposed amendment was approved. In reality, the proposed amendment failed because it did not receive 2/3 vote of those voting. When the parliamentarian was told one day after, about her error made during prior day's meeting, she ruled in the organization member appeal, that Roberts Rules of Order governed in this case: She stated that since the parliamentarian announcement error was not caught before the close of business during the meeting, the mistake could not be re-visited, or corrected, according to Roberts Rules of Order. She declared, therefore that the proposed said amendment must stand as adopted, despite its actual failure to receive 2/3 votes required to approve it as adopted. Has Roberts Rules of Order been used correctly in this situation? Would you please site the page and reference either way, supporting yes or no. Thank you. Lastly, our organization rules do not address in writing, whether parliamentarian mistakes made during a meeting can corrected outside of a business meeting.
  21. An electronic meeting was completed with a quorum in attendance. An issue was sent back to committee for wordsmithing of one section. How can the issue now be voted on? Only those in attendance and the outcome by majority or does the full board vote even those not in attendance? Lengthy discussion was completed on the call.
  22. My country club bylaws state they follow Roberts' Rules. We are electing 4 new directors August, 20th and the bylaws require two candidates for each vacancy, with the top 4 vote getters being elected. Bylaws further require ballots be sent to around 285 members at least 30 days prior to the annual meeting and election. Ballots were mailed on time, but one of the candidates names was accidentally omitted from the ballot--so we have 7 names, not the 8 the bylaws require. How should this debacle be handled? Write in votes are not allowed and voters must vote for 4 candidates or their ballot is disqualified. Moving the annual meeting is not an option. Could the board mail out corrected ballots with all 8 names and call a special meeting that meets the 30 day requirement to count the votes and elect the new board members? cdavant@charter.net
  23. In a committe of three voting members,. can an alternate member make a motion if one of the voting embers leaves the room for a short time period say for 5 minutes. Our policy says in the absence of a voting member the alternate member has voting rights.
  24. We are a 501(c)3 philanthropic organization. Our Bylaws state that the membership is required to be notified 20 days in advance of any meetings, financial voting, etc. The membership was notified 20 days in advance that they would be voting on the upcoming fiscal year budget. However, the budget was not attached for review. Just the notification that they were voting on it. The budget was sent to the membership approximately 6 hours prior to the meeting. The discussion is whether or not the motion to approve the budget was legitimate if the membership did not have the opportunity to review prior to voting. Insight?
  25. It may be obvious but I’m looking for something to support challenging the following. Our Association will hold the Annual Homeowners Meeting very soon. A current Board member is up for re-election at this meeting. However, this same Board member has been going to homeowners to solicit their Proxy forms. These Proxies will be given to the Association Secretary and she will cast votes for this Board member to be re-elected. To complicate this further, there is someone else who will be running however, the individuals who have already gave their Proxy don’t know this. I’m looking for recommendations on how to challenge this inappropriate activity.
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