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  1. We just received notice from the Chair that the regularly scheduled monthly meeting of our Council is canceled this month due to COVID being on the increase and no suitable meeting room being found that will allow sufficient social distancing. Keep in mind this is a 9 member volunteer Council that advocates for the members of the complex where we live and is not any type of business entity. Within minutes of receiving the email notice of cancelation another member of the Council called me and she expressed the same reaction that I had. We expect the Chair made little or no effort to find a safe place to meet. We believe there is a large room that would be available. We believe the Chair was looking for an excuse to not meet as a stall tactic as he (and the Vice Chair) do not want to discuss a certain topic and are afraid the full Council will not decide in the way the two of them want things decided. We think they hope by stalling they will discourage us or make it too late for us to take effective action. Today is Friday and the meeting is Tuesday. We expect the timing of the notice (late Friday afternoon) was on purpose to allow little time to react and because the staff that might schedule a meeting room are not in on the weekend. I bought the 12th edition of Robert's Rules but can't seem to figure out how to find the topic of cancelation of a monthly meeting. Our constitution and by-laws were done by volunteers in 2017 and are not very comprehensive. I could not find any reference to cancelation or postponement of a meeting. The quote below is the thing I found regarding this monthly meeting. Who has the right to cancel this recurring meeting? Can the Chair do that on his own initiative without consulting other members of the Council? What if a majority of the Council would still like to meet and would have a quorum? Do they have the right to meet regardless of the notice from the Chair? How far in advance would we need to determine that a majority want to meet and who can make that decision or initiate that? Thanks for your help!
  2. Is it proper and is it really allowed to cancel a scheduled board meeting 2 days before the board meeting because 3 people cannot attend, even though more than needed for a quorum can attend?
  3. More than half of the members emailed in advance to say that they weren't able to attend, for a variety of reasons. Thus, a few hours before our meeting time, the Chair emailed us to say that the meeting was cancelled due to a lack of quorum. Do I still need to make minutes for this cancelled regular meeting, even if it's just one sentence on our letterhead saying when and why the meeting was cancelled?
  4. I can not find the answers to the following questions in the RRO materials. So I need help finding the answers or if you can provide such. 1. If a meeting is recessed for a 10 minute break, by RRO is it necessary to have a roll call to establish what members are still in attendance to declare a quorum when the meeting resumes after the break? A roll call is done when the meeting is called to order originally. 2. If it is announced and agendas made public for a special meeting of a public elected body to start at "X" time on "Y" date followed by a committee of the whole (COW) meeting, according to the agenda to begin 30 minutes after the start time of the special meeting and on the same date, what action needs to be taken about the COW that never occurred because the special meeting ran over 4 hours? The COW meeting was never called to order. Does an anno uncement need to be made publicly that the COW meeting is cancelled? When does this announcement need to be made? Is a motion necessary to move the COW business to a date and time certain or can all of this be left open for a later public announcement? Can the chair just unilaterally make these determinations without approval of the elected body? Thank you for any and all help. Pattsi Petrie
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