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  1. Our organization gives grants. A foundation that was granted $85,000 in 2019, asked for another $85,000 grant for 2020. A Trustee filed a motion with the executive secretary, ahead of the Trustees meeting , writing: "I move to again fund the grant request, as presented, $ 85,000, and also the customary 10% contingency of $ 8,500. .. A $93,500 grant for 2020." The grants officer proposed to give only a $50,000 grant. The Trustees thus had two motions on the table: The Grants officer: $50,000 A Trustee: $ 93,500 At the meeting, the two motions were presented. As the Executive Secretary reported later in the minutes: "...This was followed by a discussion among the Trustees. A vote, either yes or no, was held on the motion to approve a $50K grant, instead of the full amount, There were 6 No votes and 5 Yes Votes. Thus, (the Grantee- applicant) will receive the full grant amount requested." The Treasurer interpreted this as an approval of the Grantee's request, $85,000. But the Trustee's motion was different, to give a $93,500 grant. While there was " a discussion among the trustees" as the Ex Sec reported, there was no motion to amend the Trustee's proposal of giving a $93,500 grant (the Grantee's $85,000 request and an added 10% contingency). The question: Do opinions expressed during a discussion affect or amend the motion on the table? Or can the motion be changed only by a proper procedure to amend it? In other words: Did the 6-5 vote authorize the $93,500 that was specified in the Trustee's motion, or just the Grantee's request for $85,000 grant, (a sum that was brought up during the discussion, but never properly incorporated into or used to amend the $93,500 motion?) Thank you, Yoram
  2. In the midst of an election year, the chairperson of the election committee has been established, however the vote will be a few months away (May '13). If a motion to amend the election policies is put before the floor, should it be ruled out of order as the election process is underway and deemed improper to amend a process while it is currently being utilized? In other words, if members wish to amend the election bylaws they must do so while elections are not currently being held.
  3. Guest

    Amending a Motion

    I would like input on this situation. A Board Member made a Motion which was not seconded or voted on. The majority of the Board is not in agreement with this Motion. Another Board member made a motion to amend the first motion. A question has come up regarding whether the first motion has to have a second before a motion in made to amend. Please advise on the correct procedure in this case.
  4. If one is looking to amend an already exsisting bylaw, how do they go about doing it? Specifically, how should the proposed bylaw change be worded and formatted? What should a proper amendment include?
  5. Guest

    Standing Rules

    I belong to a social organization that is governed by a Constitution and ByLaws and Roberts Rules Of Order is the recognized reference authority. There are Rooms to which members are assigned. These Rooms have their own set of rules that should be in line with the organization rules. I am fairly new and have found that the "Standing of Rules" of my room are terribly inadequate and contradictory. They state that these Standing Rules can only be changed at the last meeting before the groups major event (parade and ball). I and others feel that we need to go over these rules and change and add to and correct many. How do we or can we get around the "last meeting" rule?
  6. We recently amended our Budget Policy by a vote of the entire board. The following meeting a question was raised regarding the allocation of some money and the old budget policy was cited. Now that the new budget policy is in effect, does the motion have to be amended before it can be called? If it is voted upon, will that vote stand?
  7. I have been elected within my organization to the position whose duties include, among other things, maintaining our governing documents. Having read over our Bylaws, I was disappointed to find that they have accrued many typographical errors over the years, and this is something I want to fix. However, I personally do not believe it should be necessary to bog down our business meetings with a formal amendment for such minor changes (hace should be have) as they will not change the intent or wording of the articles. Am I allowed, as the individual responsible for our governing documents, to simply make these changes (I am a voting member of our executive board, and I plan on informing the board before taking any action)? I have read section 57 of RONR 11ed, but I do not feel like it covers this specific problem.
  8. I am a Board member of a HOA. At our last meeting in early September, the Board approved a motion directing my committee to hire an attorney for the purpose of getting a legal interpretation regarding one of our covenants. At this point in time, the committee has three attorney's listed to contact - though no formal contact has taken place. Since the meeting, as the Chair I have received several emails from the Board president, who did not support the vote. The latest emails direct the committee to not pursue the board action any further based on his concerns regarding what repercussions such action may have (this may end up being an enforcement issue regarding how a property is being used). Furthermore, he stated this in an email update to the Board. While I am not an expert on Roberts Rules, it appears that he does not have the authority to do this and that the Committee needs to move forward as directed by the Board vote. It is my understanding that he can not ask for reconsideration of the vote because he was not on the prevailing side. Furthermore, it does not appear that the vote can be amended or rescinded. Our board will not be meeting again til the spring - and due to the nature of the Board, I believe a special meeting would be difficult to arrange. Can I have an opinion on whether or not he has the authority to essential reverse the action of the Board and if reconsideration, amending or rescinding the motion is an option? Thanks!
  9. This may be a little drawn out, but I will try to keep it as brief as a I can... My organization had a recent vote to select directors for an up and coming theatre season. The deadline date for submission for interested directors was Friday, September 2nd, COB. For one show in particualr we had 4 director submissions, all in by the dead line date. It is our procedure from that point to set up interviews with the prospective directors. This was also done and our meeting was this past Monday, September 26. When setting up the interviews, two of the four directors withdrew their submissions. No big deal. The morning of the 26th a third director withdrew stating they were not prepared enough to present and interview that evening. This person is also a member of our board of directors. Once the meeting was called to oder and our chair announced that 3 of the 4 directors who had submitted had withdrawn a member of our board asked the sitting board member (who withdrew) why he had withdrawn. He explained the reasons. At the urging of numerous board members (at least the majority) he was "talked in to" presenting anyway. In the long run, he did present what he could for consideration to direct the show. Once the other director up for consideration had presented as well, we went into executive session for discussion and vote for director. With the vote cast, the board member (who was not present during the discussion) gained the majority and was to direct the play. However, our chair at that time then called in to question the validity of the vote since he had not called for a vote or motion to "allow" this board member/individual to present after he had withdrawn earlier that day. Our bylways are somewhat ambiguous on how we handle this situation. The board then put a motion forth to not allow directors who had withdrawn and not (re)submitted by the deadline (Spet 2) to present for a show. This was approved. Was it legal to amend "on the fly" for a situation that, in reality, had already happened? Should the member/individual been allowed to presnet? Should the chair had wait to question the validity of the vote after a full discussion had occurred? Should we have honored the presentation done by the member/individual and let the vote stand? We voted, by amendment noted above, and re-voted (legally/valid) without the name of that member/individual on the ballot. Thanks for anything you can wise me up on! =)
  10. Guest

    Amending Minutes

    Can a member of a larger Board request that the minutes of a separate Caucus be amended even though the Board Member was not present at the Caucus meeting?
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