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  1. Our local garden club has not been able to meet due to the pandemic. The club's bylaws state that the election of officers shall take place at the November meeting and take office at the January meeting following the election. Since the club is not meeting, how can the election of officers be handled? I'm thinking that an announcement of the nomination of officers and the use of ballots be emailed/snail-mailed to all members by October 19 (the scheduled date for the cancelled October membership meeting) with paper ballots snail-mailed to all the membership by November 1 with a deadline of November 16 (the scheduled date for the cancelled November membership meeting) to return voted ballots. The ballots would be returned to the chair of the nominating committee, tallied by the committee with results emailed/snail-mailed to the members by November 23. Would this procedure fit with Robert's Rules?
  2. I am Bylaws Chairman and a Board officer of a national craft organization (non-profit). Our Bylaws specifically state that a Biennial Meeting be scheduled every two years in an ODD year. Our Board officers serve their term from the close of a Biennial to the opening of the next Biennial. Our Biennial was scheduled for Sept 2021 in Kansas City and the new officers were to be installed at that time. Unfortunately, the Biennial has been canceled due to the pandemic. The hotel has rebooked us for Sept 2022 instead. We are starting our Nomination process now for Board Officer elections for 2021 when Board officer's terms are up. If we as a Board try to change the Bylaws to accommodate the new schedule, our Bylaws state that all Bylaw changes must be approved by the membership at the Biennial. So no matter what Bylaw changes we make, they won't be effective until 2022. Thus the problem. Any suggestions how we can fix this.
  3. Guest

    Bylaws and Elections

    I am a member of a national club. Our members are all over the US. Our Bylaws state that a nominating committee is to be formed and announce their nominations on or before August 1st. Individuals can then petition to be on the ballot by August 24th. The bylaws go on to state "SECTION 3: Annual Election - The election of officers and delegate to The American Kennel Club (who may but need not be a director or officer of the Club) shall be conducted by secret ballot. Voting for candidates, if necessary, shall take place in September. The Secretary or an independent firm should send, receive and count ballots. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The results of the mail-in balloting shall be announced in the next Quarterly Newsletter." What actions can be taken if the Board fails to have an election during the month of September? The next newsletter is due to be published the first week of October and that should have the results in it. It is September 17 and I do not see the Board pulling off a mailed ballot election by the end of the month.
  4. Recently my student council ruled that the provision listed below was satisfied by an email sent to students the day the election nominations closed reminding students of the deadline. “If only one person is nominated, the Chair, after ensuring that no members wish to make further nominations, simply declares that the nominee is elected, thus effecting election by unanimous consent or acclamation.” I don’t understand how a reminder email before nominations closed (which didn’t inform members that nominees were running unopposed) could satisfy this provision. I understand that the council is free to interpret their own bylaws but do they have an obligation to interpret them in a manner that upholds the intent of the provision? What is the intent of this provision if not to make it clear to members that nominees were running unopposed and make an all call for further nominations? 􏱁􏱙 􏱚􏱂􏱛 􏱅􏱍􏱑􏱘 􏱅􏱍􏰿 􏱏􏰿􏱀􏱁􏱅􏱍 􏱂􏱁 􏱍􏱅􏰾􏱂􏱍􏰓􏰛􏰿􏱄􏱙 􏰛􏱃􏰿 􏰙􏱃􏰓􏱂􏱀􏱙 􏰓􏱛􏰛􏰿􏱀 􏰿􏱍􏱁􏱎􏱀􏱂􏱍􏱔 􏰛􏱃􏰓􏰛 􏱍􏱅 􏰾􏰿􏰾􏰴􏰿􏱀􏱁 􏰇􏱂􏱁􏱃 􏰛􏱅 􏰾􏰓􏱆􏰿 􏱛􏱎􏱀􏰛􏱃􏰿􏱀 􏱍􏱅􏰾􏱂􏱍􏰓􏰛􏱂􏱅􏱍􏱁􏱙 􏱁􏱂􏰾􏱏􏱑􏱘 􏱄􏰿􏱒􏱑􏰓􏱀􏰿􏱁 􏰛􏱃􏰓􏰛 􏰛􏱃􏰿 􏱍􏱅􏰾􏱂􏱍􏰿􏰿 􏱂􏱁 􏰿􏱑􏰿􏱒􏰛􏰿􏱄􏱙 􏰛􏱃􏱎􏱁 􏰿􏱛􏱛􏰿􏱒􏰛􏱂􏱍􏱔 􏰿􏱑􏰿􏱒􏰛􏱂􏱅􏱍 􏰴􏱘 􏱎􏱍􏰓􏱍􏱂􏰾􏱅􏱎􏱁 􏱒􏱅􏱍􏱁􏰿􏱍􏰛 􏱅􏱀 􏰓􏱒􏱒􏱑􏰓􏰾􏰓􏰛􏱂􏱅􏱍􏰀 􏰿􏱍􏱁􏱎􏱀􏱂􏱍􏱔 􏰛􏱃􏰓􏰛 􏱍􏱅 􏰾􏰿􏰾􏰴􏰿􏱀􏱁 􏰇􏱂􏱁􏱃 􏰛􏱅 􏰾􏰓􏱆􏰿 􏱄􏰿 􏰛􏱃􏰓􏰛 􏰛􏱃􏰿 􏱍􏱅􏰾􏱂􏱍􏰿􏰿 􏱂􏱁 􏰿􏱑􏰿􏱒􏰛􏰿􏱄􏱙 􏰛􏱃􏱎􏱁 􏰿􏱛􏱛􏰿􏱒􏰛􏱂􏱍􏱔 􏰿􏱑􏰿􏱒􏰛􏱂􏱅􏱍 􏰴􏱘 􏱎􏱍􏰓􏱍􏱂􏰾􏱅􏱎􏱁 􏱒􏱅􏱍􏱁􏰿􏱍􏰛 􏱅􏱀 􏰓􏱒􏱒􏱑􏰓􏰾􏰓􏰛􏱂􏱅􏱍􏰀􏱜 􏰵􏱍 􏱂􏰛􏱁 􏱀􏰿􏱁􏱏􏱅􏱍􏱁􏰿􏱙 􏰛􏱃􏰿 􏰙􏱅􏱎􏱍􏱒􏱂􏱑 􏱒􏱑􏰓􏱂􏰾􏱁 􏱂􏰛 􏱛􏱎􏱑􏱛􏱂􏱑􏱑􏰿􏱄 􏱂􏰛􏱁 􏱅􏰴􏱑􏱂􏱔􏰓􏰛􏱂􏱅􏱍􏱁 􏰴􏱘 􏱚􏱁􏰿􏱍􏱄􏱂􏱍􏱔 􏰓 􏱀􏰿􏰾􏱂􏱍􏱄􏰿􏱀 􏰿􏰾􏰓􏱂􏱑 􏱀􏰿􏱔􏰓􏱀􏱄􏱂􏱍􏱔 􏱍􏱅􏰾􏱂􏱍􏰓􏰛􏱂􏱅􏱍􏰀
  5. Greetings! This sounds like a bylaw question, but please bear with me! Our organization’s bylaws state that, in order to be eligible for nomination, a person “must have attended 12 meetings in the previous 12 months.” We also have a provision against “write in” candidates. We also have a provision which states RRONR is the authority for anything not specifically addressed in the bylaws. Due to state restrictions on gatherings due to COVID, our April, May and June meetings were cancelled (because we were not permitted to meet). The issue: How can a nominee attend 12 meetings in the previous 12 months, if we only held 9 meetings (Due to COVID regulations imposed by the state)? Our bylaws do not address this possibility in any way. It would seem there is no way to hold an election! Unless the missing meetings are somehow regarded as... Cancelled due to an “Act of God” or something similar? Or do we regard the meetings as “adjourned to a future date” and proceed 3 months hence? I am truly at a loss. Does RRONR address this situation? Failing that, could I inquire as to how other organizations might be addressing a similar issue? I thank everyone in advance for their assistance! Hal
  6. Dear Forum Members, First let me say how happy I am to be here. I am on the Nominations and Elections Committee (NEC) for a university council of faculty, I would like to describe a sequence of events with you. My organization has Bylaws, but the Bylaws seem to be silent on some of the circumstances that came to light. The situation is this: an election of committee officers for this council was scheduled to take place and, because of Covid-19, face-to-face elections were unable to occur. Our Bylaws offer two methods for receiving and returning ballots: paper ballots that are handed out at the meeting (this are anonymous) and email ballots that can be returned in advance of the meeting (these are absentee ballots and contain identifying information). This year, the Chair wrote up a proposal based on what was used years before: ie. that all ballots will be printed out, names blacked out, and the anonymous emails sent to two counters, who would tally up the ballot results independently. The Chair decided to not be involved with handling or counting the ballots as he was a candidate for one of the vacancies in listed on the ballot. Before the ballots were emailed out, the administrator deleted one eligible voter from the email list of those who would receive a vote. The Chair of the NEC fixed that problem. Seemed simple enough. 58 representatives received their ballot, 47 ballots were returned, 44 within the defined window for voting, 3 after this window closed (within 22 hours after the balloting ended). It then became known (this is not chronologically)....Instead of removing the names, the administrator left the names revealed. Instead of compiling the ballots into one pdf to be forwarded, the administrator sent the ballots individually in 40+ emails. One voter did not receive his ballot, as it was sent to the wrong email address. He phoned in his vote, although there is no provision for this. Then.... One voter's "ballot" was originally counted as null by Teller A because an email with a question, and not the actual ballot, had been sent along to be counted by the administrator. This did not seem to be a problem for Teller B (who said he had it). When the actual ballot was finally located by the administrator, it was sent to bothTeller A and Teller B to be counted. Three late ballots were sent to Teller B by the administrator, but Teller A still did not have them even 48 hrs after they were originally received by the Administrator. The Chair of the NEC, upon finding out about these problems from Teller A, finally emails the administrator about the missing ballots. Meanwhile, the Chair of the NEC also email Teller B (who is also the Chairman of this entire university council) and brought to his attention that Teller A has not received the late ballots. Then Teller B emails the Chair of the NEC to tell him that he (Teller B) took care of this by sending the late ballots in his possession directly to Teller A. The most important election on this ballot came down to a one-vote difference, and it was the third late vote that broke the tie. The balloting was closed and the results were compared. The Chair of the NEC, who has been increasingly concerned about everything listed above, comes into possession of the election results which were never anonymized in the first place, and attempts to sign off on the accuracy of the tabulation by looking to see how his own ballot choices are registered. Teller B reacts to this by saying that the Chair of the NEC has breached confidentiality by looking at the spreadsheet after the balloting was over, and the results determined. (I'm sorry this is so long) How many problems do you see? Where did this go off the rails?? Thanks for your replies in advance. M
  7. Hello, Our organization just held an election of officers. One newly-elected officer has had to resign before taking office. The officer is the president of a division within the organization, and there is no president-elect of the divisions. This is what our bylaws say: "All officers and elected members of the Executive Board shall take office at the adjournment of the annual conference and serve for a two year term or until their successors take office." In case of a vacancy, the Board appoints someone to fill the rest of the term. But the officer has not yet taken office. The bylaws do not mention holding a special election, but I'm wondering if that would be the right solution. I've searched through my copy of RONR, and find related situations, but they're not close enough to make it clear to me. Thanks for any advice.
  8. We have an elected nominating committee that prepares and presents a slate of candidates for offices at our annual meting. Our bylaws also provide for nominations from the floor. If nominations are properly made from the floor, can speakers give speeches for or against the nominee?
  9. My organization is about to have elections. How to we determine who speaks first between a challenger and an incumbent?
  10. At the Annual Meeting votes were cast to fill several broad members. After the ballets where cast the President stated that the votes would be count later and the results would be in the minutes. Is these allowed under the rules?
  11. RONR (11th ed.) p. 458, ll. 19-22 “Although in many instances the vice-president will be the logical nominee for president, the society should have the freedom to make its own choice and to elect the most promising candidate at that particular time.”VP QUESTION: What fundamental parliamentary principles are violated in the instance that the vice president automatically becomes the next president (such that effectively there is never an election for president, rather only ever elections for vice president)? Citations?
  12. Can members pass out hand bills to influence the vote during the meeting where the vote occurs? Can they stand in the building and do the same? Are they allowed to stand next to the voting table & the ballot box to try to influence the vote?
  13. How do you change the chair of a meeting in the middle of the meeting. For example: -- BoD Member A is the chair at annual meeting -- Member A is also running for a new term -- BoD Member B is the chair for the candidate discussion portion of the meeting and the election voting process.\ -- A needs to transfer the chairmanship to B How do you do this? Thanks!
  14. Guest

    ties in elections

    Our board has an election coming up next week. As our president has just resigned we are left with an even number of members and the likelihood of a tie is great. How is this handled? Our by-laws do not permit balloting, but instead require a show of hands. Thanks.
  15. Guest

    Newly elected officers

    When do the newly elected board of an organization usually takes their positions? They were elected in November and in January they assume their responsibilities in accordance to our by laws. DO they take them under old business or new business?
  16. Guest

    Qualifications

    We have individuals that want to be elected to positions in our volunteer community service organization. The individuals do not have all the qualification required by our by-laws. The people that do have the qualifications do not want the positions that are open for election. Can the executive board of the organization vote to allow the nominations and election to go on as presented by the nomination committee and the nominations made by the members? Most of the members are okay with letting the elections to take place. When the by-laws were re-written we had many people and never thought this issue would ever come up!
  17. Guest

    Nominations

    Can someone nominate themselves from the floor for a position?
  18. In our organizations, that consists of about 12 members, we have by laws that are not too specific. In October, we took nominations from our floor of those interested in board positions; without having our nominating committee appointed in September. The President took the roll on as "chair" for this situation, but was never stated in our meeting she was chair. We had one member decline President but offered herself as Vice President and was also nominated for Treasurer. At the November meeting, the nominated individual was not present at this meeting to rescind her name from either list or to accept the nomination again. The quorum of members went into a discussion regarding if she defintiely wanted any of these positions or not. Afraid that she may not want them, the membership took a vote to see if we should keep them on the ballot. The decision was denied so the floor was reopened for nominations. Did our organization handle this situation the correct way according to Robert's Rules? Should they have been left on as a nominee, or is the voting nulled and void? To throw another loop in the situtation; It states in our by laws "if only one name is submitteed by commitee [which we didn't have] for an office and there are no nominations from the floor for that office, the Secretary may cast a ballot." Does this mean that the Secretary has to cast a unanimous ballot in order for the nominee to be elected for the position? At the November election meeting, the Secretary did not cast a unanimous ballot and it was assumed by all members present that they automatically were elected at their positions. Are we correct or are the elections null and void also for this reason?
  19. We have a small church and a small board for this church. The bylaws specify the officers are President, Secretary, and Treasurer. The bylaws state the President is President for 3 years. It also states the nominating committee will recommend a "slate" of officers every November, for elections every December, for offices to begin/take effect in January. It also states that the Secretary automatically becomes President. It also states that nominations will be heard from the floor (in December). I see a lot of problems and ambiguity with this set up. I intend to move for a modification of the bylaws at the November meeting prior to nominations and elections. I would move to have annual elections for all officers and that a nominating committee is unnecessary given how small we are. It seems to me that the nominating committee implies to the few remaining board members that they must go with the nominating committee's recomendation and that to make a nomination from the floor would be a social faux pas in our small group--thus not encouraging a healthy debate. Additionally, I cannot understand why a Secretary should automatically become President, which also seems to violate debate and make pointless a nominating committee--with respect to office of President--and makes pointless nominations from the floor, and precludes debate. My questions: 1) What argument, per RONR, would there be against the Secretary (or any office for that matter) automatically assuming another office once the term has expired (versus prior to the expiration of the term of office)? 2) What argument, per RONR, would there be against having one officer assuming another office AND having nominations from the floor (and committee)? 3) Aw heck--what other arguments are there agains such a mess? N.B. I do not need confirmation that this is a mess and that the bylaws need to be amended, I need arguments, citations, supporting cleaning up this mess to present to the board. Thanks in advance.
  20. Guest

    Removing an officer

    Specific question, IF bylaws spell out REMOVAL OF ACTIVE CHAPTER OFFICERS. Certain parties want to impeach the newly elected president, however he has not even been installed.initiated nor done anything against the bylaws. Does Roberts Rules explain that active officers are only installed officers, it seems rather common sense, and also, does Roberts Rules explain what grounds are necessary for impeachment charges
  21. I would like to know if there is a recommendation for the length of a term of office/how frequently elections should be held. I work with several boards in one capacity or another. Each of the boards has different lengths of terms for the officers. One is annual for all positions. One is bi-annual. Another is ... odd. The office of president is a two year term with an "optional" additional year. (The bylaws do not specify who can exercise this option.) The vice president, per the bylaws, automatically becomes president--no election. I find the bizarre and concerning. The office of president is effectively tied up for 4-6 years, er...longer I suppose. Currently, neither the president or the vice president are doing well in their positions and I am concerned for the board that they are "stuck" with incompetence for years. In fact, years that actually exceed the length of appointments of the members. I would like advice or opinion on this issue whether it be RRoO, or opinion from experience. I am of the opinion that every board should have annual elections for every position. This way, either the current officers are affirmed in their positions or they can be easily replaced if the board is not satisfied with the job.
  22. Our Board has 6 year term limits. An elected term is 3 years. A board member has served for 4 years (he took over a partial term of another person). Can he run for another 3 year term despite the fact he can only serve less than 2 years of the term due to the term limits?
  23. The Secretary of my Hoa will be out of town is it right/legal for him to have the President step in for him at the annual elections for which all three of their seats will be voted on for new directors ( none of them Pres,VP and Sec are running due to the damage they've done in the hoa they are tring to control the votes though to get their friends in )or should one of the other two directors at large who hold no official position be selected to vote the proxy's left for the secretary to use as he sees fit. Also can the daughter of a homeowner serve as a board member although she does own property in the hoa and just lives with her parents.
  24. Hi, My fraternity president recently stepped down, and the vice president took his spot. We suspended the rules to immediately nominate and elect a new vice president in the same day. After nominations myself and another brother were running. The other brother spoke first and I left the room, but all he declined the position in the middle of his speech. At this point I was under the impression that I was running unopposed, so I gave a simple speech. When I left the room for voting the president brought up someone who had mailed in his nomination, but who he had failed to bring up in during the nomination period. The other person won the election. My question is: Was the person allowed to run if his nomination was not brought up during nominations? And could you site where in Robert's Rules I could find the information? Thank you J
  25. Hello, At my university, the general faculty meeting last April elected several people to standing committees. The minutes of the meeting erroneously dropped the name of one elected member. But the error was not detected when the minutes were subsequently approved. The terms of service on standing committees has already started. My question is this: Is the member whose name was dropped from the approved minutes still an elected member of the committee to which he was elected? In other words, can he serve on the standing committee before the approved minutes are corrected at the next general faculty meeting? Note that last year's secretary acknowledges the error. He emailed last year's chair of that particular committee the names of those elected to the committee. That email exists. And the fact of the election and its results are not challenged by anyone. I would appreciate your views.
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