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  1. Synopsis of problem Nomination Committee requires 3 members, only one of which can be on the board, but only 2 were nominated (one of which was a board member and chair). No need to address this, just some background). Second person on nominating committee was contacted once (total) by phone in which they were asked if they would serve on the committee asked if they knew of any candidates. Instead of in committee, candidates were discussed in board and decided there. 2nd person on nominating committee was not aware or informed. (No need to address this, background only) Committee chair submitted nominees slate and report with ineligible members without informing or approval of other committee member. Slate sent out to membership. Second person had no communication other than the first initial call until after the slate was sent to membership. 2nd member of nominating committee calls chair to state they do not agree with the slate because it has ineligible candidates and they did not approve the slate. The question is, is the report valid? Does the 2nd member have any recourse? I did find in RONR 51.2 that I believe addresses this point in that the report content has to be a majority vote within the committee. So having only 2 members on split sides would not constitute a majority. Are there any other areas in RONR that address this point? Or how to address resolutions within a committee? I understand there are various points of order in my synopsis, there is no need to address those as synopsis was given as background only to the questions I have. Thanks in advance for any answers and guidance! Best, Mary
  2. Hello, We are a small nonprofit and the Nominating chair has asked the question if she can call for a vote on a board prospect during the board meeting, so that the Nominating Committee doesn't need to hold a separate meeting? All members of the Nominating Committee would be present at the Board Meeting. Thanks.
  3. Hi everyone, I am very new to the world of Board Governance and have been asked to assist our company Board which is also fairly inexperienced with RONR. The Directors have recently started (re-started?) utilizing committees in order to complete some tasks, and so we have a couple of questions regarding the results of the committee meetings. 1. What is the procedure for approving the minutes of these committee meetings? What we have been doing is, the minutes go to the next committee meeting for approval. Once approved, they then go to the next Board meeting for approval from the Board. Is the dual approval process necessary? 2. When do the motions from those committee meetings become ratified? Is it as soon as the committee carries the motion, or when the minutes (where the motion is recorded) is approved by the Board?
  4. Does RONR 12th Ed indicate how a standing committee can be dissolved? Background: the standing committee I'm referring to is not specifically stated in our bylaws (only the EC and Audit committee); there is no real use of the committee any longer, so our ED & board president are wanting to dissolve it. Thanks in advance for your help! Koleen
  5. Hi! I am looking for the proper way to handle a complicated committee. I'll start with saying that this organization has not had a good history of thorough documentation. There are not many published minutes, and I will be asked some questions (since I'm on the current board and handling member communications). Here's the background: -Sometime in 2016, a special committee was formed. I cannot locate documentation of the date or meeting when this happened. -There were a few updates from this committee to the board as documented in meeting minutes in 2016, but nothing since Sept. 2016. I cannot find anything officially dissolving or disbanding the OLD committee. They did not actually accomplish anything that is documented. -In July 2019, a NEW special committee was formed and documented in the meeting minutes. As it is a strongly charged special project committee, there have been a number of questions coming up. A few people feel that because the old committee was never dissolved, the new committee is invalid. Some people feel that since the old committee was defunct, the board had the right to approve a new committee. Some of the old minutes did reference that old committee members would not respond to inquiries, but nothing else. Some people feel that because it is a special committee, it (old committee) falls to the floor at the end of the approved term. The next board would have to approve it the old committee to continue or appoint a new. Given I cannot find any other documentation on the old committee, what is the proper response to these questions?
  6. Our bylaws state that committees are formed by the governing council or the executive board, and the committee chair is appointed by the president. Some people have argued that the president can form a task force without board approval, because it's just a task force, not a committee. I've read the section on committees in RONR (11th ed., 493-497), and it states that the president can't form a committee unless authorized by the bylaws (495 line 15). I've never found the phrase "task force" in RONR, and as far as I can see, it's just another name for a committee, and forming one should follow the rules outlined in the bylaws. But....I'm not sure. Is a task force really different? Thanks in advance for your help.
  7. Wow. I have been reading some of the discussions concerning bylaw changes. They are quite extensive. Here's my question. Our Post bylaws state we are to review and make changes to our bylaws annually in June. We have our elections in May, and our Department has its convention and elections in June. The Commander and some of our members agree that we need to change the annual review in our bylaws to something more manageable. I believe the bylaws should be reviewed as often as necessary or when numerous changes need to be made, and not wait for the annual requirement. There is too much going on in May and June to fulfill this annual requirement during this time frame. I suggested to our Commander to establish a bylaws committee in order to submit changes to our membership, and he agrees, but he also believes we cannot do anything until June, which is understandable, yet there are numerous outdated information and changes that must take effect immediately. I understand that we cannot "suspend" the annual bylaws/rule, but something must be done. I am the Adjutant of our Post, and the bylaws must be reviewed as soon as possible. How may I move to change that rule? Am I able to make a motion via an amendment to something previously adopted in order to have the bylaws committee start their review, and then make the change permanent during the review process? I know I have to notify all of our members in order to approve this change, but if I don't notify the entire membership, then a 2/3 will be required of those present at our meetings (which averages between nine and fifteen members present (our membership is less than 80 and dwindling via unpaid members)). After all is said and done, how may I propose the change to that particular rule? Our Post is only 5-1/2 years old, and the bylaws have not been changed in over three years. I know the wording in the motion is very important. Here's the exact partial wording in the bylaws: "This Constitution may be amended by resolution at the annual meeting. Proposed amendments shall be submitted in writing to the Executive Committee for its review and presentation at the next annual meeting. Copies of proposed amendments shall be distributed by mail to all Post members at least 10 days prior to the date of the vote..." (The rest of this rule specifies the distribution to Department and National Headquarters.) (And here's the catch-22: if the current commander does not review the bylaws before his/her term of office ends, then the new incoming commander has to wait until the following annual meeting before anything can be done to the bylaws, and if this commander fails to review the bylaws before his term has ended, then the new commander must ensure it's done. The cycle continues. We also, that I am aware of, do not have an executive committee.) Any suggestions will be greatly appreciated. Thank you.
  8. Guest

    committees

    if organization by-laws stipulate that a committe have one member from another specific committee, who selects that person? the specific committee or the whole assembly? Example: committee 1 has 7 members. one member must be from committee 2, one member from committee 3, and 5 general members. committee 2 and 3 are permanent committees.
  9. Hi, I have a question regarding a motion to send back to committee a proposal. In our club, a standing committee reviews proposals to amend the club rules and bylaws. The committee reviews the proposal and reviews it for consistency with the existing rules and bylaws and works with the member(s) submitting the proposal. The proposal is mailed out in advance of the next scheduled meeting and presented to membership. After a discussion the proposal is voted on. Several times the proposal is neither approved or rejected, rather a motion is made from the floor to send the proposal back to the committee. It's been suggested that a motion to send back to committee is out of order. That the proposal should be either approved or rejected. What is the rule on this, and where would I find it in Robert's Rules of Order? Thank you!
  10. My committee/organization has a set the business quorum to 50% plus 1. Recently one of the members resigned prior to the regularly scheduled meeting. When does the quorum adjust?Does the quorum remain the same for the regularly scheduled meeting? Does the quorum change once the member submits the resignation?Can the meeting be called to order if the current quorum is not met because of the resignation?Should we vote to accept the resignation and change the quorum to reflect the new membership number and conduct business?Are we required to vote on a resignation of a committee member?
  11. My Volunteer Fire Department has finally formed a by laws revision committee. This will hopefully solve a few problems with our current by laws including the fact that nobody has a complete current copy. However the way the committee has been appointed and is operating is raising some questions. 1) The President (who appoints all committees unless otherwise specified) has appointed himself to this committee and is acting as chairman. In most other associations I have been in the President can't serve on committees because he has oversight of those committees. None of the available bylaws we have say anything about this, although it could be a custom. 2) The president called for volunteers then appointed 5 out of the 7 volunteers. Of the 5, two are his sons. I am another and the final member is probably our best versed in bylaws and parliamentary matters. 1 of the members who was turned down is the girlfriend of one of his sons and the two do not have a good rapport outside of the department. 3) There has so far been 1 meeting. It was called the day before and I was unavailable due to work. The other non family member was in the station and was not told the meeting was going on so he did not attend. Thus the meeting was just the President and his two sons. To be fair they are not always in agreement with him but it just looks bad to quite a few members. So the issue / questions are 1) is this a properly appointed committee? 2) Does the large number of family members make a conflict of any sort? Is there any requirement for how long in advance a committee meeting is called?
  12. If a committee is charged (but not given "full power") to take particular actions on behalf of the assembly, and the committee acts on that charge within the proper scope of that charge, but the assembly disagrees with a particular action already taken in accordance with that charge, can the assembly countermand the action? If not, are there any other options available aside from further instructions or amending the charges for the future?
  13. Can an member start a committee without the boards approval?
  14. Our organization has standing committees that must receive approval from the Board/membership in order to carry out any actions. If the membership wants to give power to a standing committee already in existence to act for the assembly without first having to get Board/membership approval, what would be the right way for the membership to go about it and would the action granting power need a 2/3 vote in order to pass?
  15. A standing committee may make a recommendation to the assembly of its own initiative (p. 514). Situation: standing committee (A) is charged with making policy recommendations to the assembly regarding subject X. There are no assembly rules regarding automatic referral on any subject. An assembly member, who is not a member of committee (A), contacts the chair (or any) member of this committee with a suggestion for a policy amendment on subject x, in the hopes the committee will recommend the amendment to the assembly. The chair of the committee (or other committee member) brings the item before the committee on behalf of the assembly member. The amendment is adopted for the committee report and a motion to amend is recommended in the report to the assembly. Questions: 1) Is committee (A) obligated to consider the issue brought by the assembly member, given the issue is in the purview of the committee's charges? (my guess: no) 2) May committee (A) consider an issue brought to the attention of one it's members it by an individual assembly member, if one or more committee members wishes to do so? (my guess: yes). On the one hand this seems to circumvent the majority requirement to commit an item to committee, but on the other hand this is a standing committee charged with considering issues on the subject. 3) If committee (A) member hears a comment during Good of the Order regarding a concern with policy in question--a policy under the purview of committee (A)--is it allowable for that committee (A) member to then bring up the issue for consideration and possibly recommendation in committee (A)'s next meeting without any discussion with the member who brought up the concern during Good of the Order? (my guess: yes) 4) Do any of these answers change if the committee is given standing powers to act on behalf of the assembly on matters pertaining to the policy in question?
  16. A committee is charged with advising a non-profit organization's executive on the creation of policies regarding how the organization handles internal complaints. The executive currently effects the policy. The assembly wishes to change this so that the committee's charges are not merely to advise the executive on policy but rather to create and implement/effect policies around internal complaints itself. 1) Considering no conflict with superseding parliamentary authority or organizational policies, am I correct that the assembly may do this? 2) If this committee remains a committee and is not made a board, can the assembly take ownership over the creation of any one particular policy item, even if the committee is authorized in the by-laws to make and effect the policies in question itself? Would this take 2/3-vote?
  17. RONR states that nonmembers may be appointed to a committee, "even to the position of committee chairman" (pp., 492-493), but I cannot find any discussion regarding the rights of those members in committee. I understand that nonmembers do not have the right to speak or vote in assembly meetings, but it would seem difficult for a nonmember committee chair to break a vote in committee if he or she does not have the right to vote in committee, even if not in assembly. So, my question is this: if an assembly nonmember is appointed to a committee, to any or no particular position, does that assembly nonmember have the same rights, as a member of that committee, as assembly members who are also members on that committee?
  18. Our bylaws provide for a Steering Committee. The relevant portion of our bylaws is as follows: Is our Steering Committee actually a board? If so, what rules differ? What is the practical difference between a committee and a board? The discussion on p. 9 seems to boil down to "boards have the authority of the assembly and committees don't", but I'm not certain I understand it properly.
  19. Our bylaws contain this paragraph: The problem is that "Caucuses" should have been "Caucuses and Clubs", but it was left out of the bylaws during a recent amendment. We're working on getting it put back in. In the meantime, though, I've received this question (as chair of the Bylaws Committee): "If the Steering Committee would agree to allow the club presidents to vote until we change the Bylaws, do you see any obstacles to that?" I know that allowing those who are not members of the assembly to vote is prohibited, but how does it apply to the committee specifically? Everyone involved (as I understand it) is a member of the assembly. TL;DR: Can the committee (or the assembly) give the ability to vote in the committee to those who aren't explicitly included as committee members?
  20. I know that the president of an organization doesn't count toward quorum if the bylaws specify that they are ex officio members of every committee. Does this extend to other officers with a similar provision? In our organization, the chair and both vice chairs are ex officio members of every committee. With five appointed members and three ex officio members, does that make our quorum five (majority of 8), four (majority of 7), or three (majority of 5)?
  21. Our club elections are coming up next month, per the by-laws, the nominating committee must meet before October 1st and choose members that are willing to hold the offices available. The slate is then presented to the secretary, who sends it out to the membership no less than 10 days prior to the October meeting. At the meeting, members are able to nominate candidates from the floor, then elections take place in November. According to one committee member, the slate submitted to the secretary is not the slate that the committee agreed upon. Specifically, the chairman, whom the committee nominated for President, took her name off the slate and replaced it with "accepting nominations from the floor". The committee person who is making the accusations, was on the original slate as a board member and was completely omitted from the slate submitted to the secretary. The slate had already been sent to the membership prior to these accusations. Which slate should be presented to the membership? Since the chairman took her name off the slate submitted, does that constitute a withdrawal from nominations?
  22. Guest

    Standing Committees

    Good afternoon, I have several intermingled questions about the authority of a standing committee. I chair a standing committee and fundraising is one of the tasks that is listed in our bylaws. Our chapter president told me that I am required to present a proposal, with details of the fundraising event, to our Chapter in order to get approval. The chapter president said a motion is needed for the event to be approved. My preliminary understanding of a standing committee is that the committee can move forward with tasks as established by the bylaws. Are motions for approval required for standing committees (or any committee) to execute events? Thanks!
  23. Our bylaws state the President appoints the chairperson and all members of the standing committees and be an ex-officio member of all committees. Our current President was a committee chair when they were elected President. At first, they agreed to step down from the committee and appoint a new chair. Now the President has stated that they will continue as chair of the committee. Is this proper? Can the President be chair of a committee if bylaws state they are an ex-officio member of the committee? Also, our officers and committee chairpersons receive compensation. If the President can be committee chair, should she get paid as President and as committee chair?
  24. If it is the responsibility of the president to appoint committee chairs and a vote of the B.O.D. is required to approval the appointments. Is the President as a member of the B.O.D. allowed to vote. I was told that since the president is appointing the chairs that they are now considered bias and should remove him(her)self from the vote.
  25. I'm on a committee of 4 people that has been tasked with planning the program for an event. Since the committee is so small and we almost always agree on things, is it okay to just run on unanimous consent until someone disagrees with something and raises an objection? The parliamentary authority is RONR and no bylaws provision contradicts my plan.
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