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Found 13 results

  1. RONR provides good tools for limiting debate on an actual motion, but what about member questions, comments, even - alas - speeches that often occur during the Reports of Officers? What tools do the chair and assembly have to effectively manage this part of the agenda? Our agenda contains a specified order, but not specified times or durations for each item. Is a 2/3 vote appropriate, for example, to close or limit question and discussion time during the officers' reports? Or is a majority enough? Or can the chair simply put a lid on things unilaterally? (A stage hook has not customarily been available, but sometimes we wish it were!)
  2. A board of directors had a meeting where no quorum was present. One director was excused, but submitted a report. The meeting was held and minutes were published that indicated there was no quorum, but that there was discussion and reports were submitted. The minutes did not include the text of the reports nor anything about their contents. Under Roberts Rules, what can be done now to get those reports available to the membership? Are meeting minutes supposed to include reports?
  3. After reviewing my text, I can only find the answers of when a president rises during voting and discussion. My question is, will a president rise when they are giving a report for their position? All other members will request from the president for the floor, and remain standing to give their report. So does the president stand when they are speaking?
  4. X-board members are demanding that ALL minutes and financial reports are to be mailed to any member that is not present at a previously or special called meeting. (board members, past board members and regular membership) This has not been addressed in by laws... Should a by law be created to cover the above issue or is there an established rule to follow ? Thanking you in advance !
  5. Our organization has a bylaws requirement for the NomCom's report to be published to the voting members prior to the annual meeting. Specifically, the bylaws state: "The director shall submit the nominating committee report to the members of the district council at least four weeks prior to the annual meeting." For the first time in our 50+ year history, this notice requirement was not met. I understand from previous posts that the prevailing wisdom on this scenario is that the "report" of the NomCom is "invalidated" at the annual meeting. My naive conceptualization of a NomCom report is that it is functionally consists of two parts: a] an informational report consisting of summary of the committee's work and 'recommendations' (e.g. nominations) much like any report and b] an implied incidental main motion to actually place the slate into nomination (I theorize that it is implied because the report affects this outcome despite no explicit motion being made). Questions: Is this a correct understanding? If so, should not the 'invalidation' only apply to the implied motion and not the whole report? (i.e. the report can be given but the committee cannot place names into nomination) If not, how can a procedural provision of the bylaws silence the work of a whole committee who has correctly executed their duty? Speaking of procedural provisions... would this notice requirement be exempt from being overridden by suspending the rules? What has been proposed is to have the NomCom report that they nominated X, Y, Z candidates but that the lack of notice prevents these people from being nominated by the committee and, thus, they are merely recommendations. (Our election protocol includes a section that requires the NomCom Chair's report to include the oral reading of each office and each candidate(s).) Then, we would proceed with taking nominations from the floor - including those people who would otherwise have been nominated by the committee. Does this make sense? Any other thoughts, input, or ideas? I, as relatively new parliamentarian, will likely have to help the Chair with many questions from an unhappy crowd. I'd like to be fully prepared as well as having an easily understandable explanation for a membership not versed in parli pro. Thanks, in advance, for any thoughts, advice, and help.
  6. So I'm a rather new chair of a student government association and yesterday a member made a motion to require written reports be submitted 4 days prior to our meetings. I've only ever witnessed only oral reports given at our meetings before, never written ones. The motion passed unanimously. However, after the meeting, one member said that the stipulation already existed in our bylaws that written reports be submitted 7 days prior to the meeting. Our bylaws are currently being revised since they only exist as a PDF, the pages are out of order (some even seem to be missing), and the whole document is very difficult to read overall. However, I read through them very carefully and found one brief clause that does indeed stipulate written reports be submitted 1 week prior to regularly scheduled meetings. How does the motion that was passed affect this? Is the motion void? It was not made as an amendment/addition to our bylaws. Advice is much appreciated!
  7. Does a motion need to be made and voted on to approve the secretary and treasurer reports and adjournment?
  8. I read in RONR that no action is to be taken by the assembly on the Treasurer's report other than to file it or receive it (motion to approve it is not necessary). How about other reports such as committee reports, reports of the officers, etc. that only contain information and no recommendations? What is the proper action that the assembly should take? Should they vote to approve / accept these report? Or should these reports be simply filed / received just like the Treasurer's report? Any reference in RONR 11th ed that can help me? Thanks.
  9. Guest

    Reporting on Reports

    Our committee and staff members submit written reports at our board meetings, which they read aloud and then submit to me to file (as a piece of paper) with the minutes. In the minutes, instead of re-writing the information, I refer to attachments of the minutes and state the title of the document. Do these reports need to be kept as separate documents with the minutes, or can the members report verbally, and then submit their report, typed, for me to submit as their report in the actual text of the minutes? Thanks!
  10. I am a new member of a medium sized organization (55+) that meets monthly. Each committee chair submits and presents a report during each meeting. Most of the reports include recommendations that require a vote by the membership. As the report is being given, the president stops the committee chair at each recommendation and calls for a member to "make a recommendation" in favor of the recommendation (I know .. I was dizzy too). She then asks for a second "to that recommendation" and then a vote is taken "to recommend". When another new member said "I move that .... ", the president corrected the member to say "we don't use the language "move" or "make a motion in this organization ... we make recommendations". There's nothing in the by-laws that state this. I can't see how binding a recommendation would be particularly when we are talking about finances and program rules. Are the terms "I recommend" and "I move/I make a motion" interchangeable? BTW, there was not one motion made in the entire 3 hour meeting; only recommendations.
  11. A chair requested that the officers' reports be submitted to the secretary one week before the meeting. Can the chair do this or has the chair exceeded his authority? Where is this covered in Robert's Rules of Order?
  12. I sit on a church council. At a Council Meeting, the personnel committee chair presented a report of allegations of improper conduct by the Pastor. The, as of yet unapproved, minutes include these allegations. I understand that the minutes are to be a record of the business taken, e.g. giving a report. Is a separate motion needed for the content of the report to be entered into the minutes? Is the fact that the charges haven't been investigated relevant to this issue.
  13. I was told that a committee report is actually a motion. I tried to look this up in Robert's Rules and couldn't find anything that said that. I understand that a motion is a statement or resolution to take some action, etc, which usually is seconded, discussed and voted on. None of this occurs with a committee report, for example, membership chair reporting on number of members, status of dues collection and so forth. Thank you for your help.
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