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Hello, I am glad to have found this forum. I am a newly elected councilman in a small Illinois town. I am new to politics and parliamentary procedure. I have a question about new business and getting topics on the official agenda. I am having issues getting topics on our agenda. The city administrator continuously tells me to discuss it during "miscellaneous" business, but one of the topics is in reference to transparency and I want it listed as an agenda item that is posted publicly. How would a lowly Village Trustee (there is 6 of us) get something on an agenda? I have studied RO, but I am still unsure how I would introduce new business so that it appears on an agenda? I am roughly 6 months into my 4 year term. Thanks in advance,

When getting to the New Business section of the agenda, do additions to the agenda under New Business require a motion?

My board has a policy which states that our agenda must be followed, and that in order to change the agenda set by the chairman and executive member, there must be a unanimous vote of the board. This policy has been interpreted to mean that no motions of new business can be made without it being approved on the agenda. I contend that this is in violation of RONR. We follow "the most recent edition of Roberts Rules of Order". I cannot find anything specific in RONR which states that the purpose of New Business is to bring up new motions, whether they are specifically listed on the agenda or not. Please advise.

We have been told that any motion requiring a vote MUST be done under new business such as accepting the minutes and financial report of the previous meeting. In the past our agenda was: 1. Call to order, salute the flag and prayer. 2. Acknowledge visitors. 3. Present minutes of the previous meeting and motion on the same. 4. Present financial report of the previous month and motion on the same. Now we have items 3 and 4 under new business. Is the way we were doing it in the past not correct according to Robert's Rules of Order? Thank you for any and all information. Dan

Our board agenda is distributed one to two days before each meeting. Can an item be introduced, debated, and voted upon without being on the agenda?

During our monthly Delegate Assembly I raised a Point of Order when a motion was made and the Chair explained to new Delegates that once a motion is made and seconded it requires two-thirds to be added to this month's agenda or a majority in order to be added to next month's agenda. My Point of Order was that handling motions in this manner is in conflict with RONR and it is not written in the Constitution/By-laws. My understanding of a handling of a new motion according to RONR is that the motion is made, seconded, the chair states the question and then debate begins. (I had given the Parliamentarian and the Secretary a "heads up" prior to the start of the meeting by informing them that I would be calling for a Point of Order as I believe that the requirement of 2/3s or majority in order to add it to the agenda severely limits members' voice.) Since this has been the way motions have been handled for the three years I've been a Delegate (and possibly for the 50+ years the organization (union) has been in existence), I also cited page 19, "Custom" which states that if a custom is in conflict with the parliamentary authority or written rule and a Point of Order is raised citing the conflict that the custom "falls to the ground" and the conflicting provision in the parliamentarian authority (RONR according to Constitution/By-laws) or written rule must thereafter be complied with. The Chair asked the Parliamentarian to come to the microphone. The Parliamentarian cited a clause in the by-laws which stated "A membership meeting shall discuss only those matters for which it was convened." Chair accepted Parliamentarian's explanation, adding, "But it was a good question." There wasn't time for me to respond so I let it go but afterwards I again reviewed the Constitution/By-laws and found that the section the Parliamentarian cited was for "Membership Meetings" which is a special meeting called for a distinct purpose -- that is NOT the same as the monthly Delegate Assembly. I sent an email to the Chair and Secretary when I returned home that evening, providing them with this additional information but have not received a response. What's my next step? Should I discuss it with the Parliamentarian prior to the start of next month's Delegate Assembly and ask that he bring it up with the Chair or should I call Point of Order again at the next DA? Would I call it at the beginning of the meeting when the Chair/President is giving his address or wait until it's time for new business? Thank you for any assistance/advice you may be able to provide.

My board has a policy which states that our agenda must be followed, and that in order to change the agenda set by the chairman and executive member, there must be a unanimous vote of the board. This policy has been interpreted to mean that no motions of new business can be made without it being approved on the agenda. I contend that this is in violation of RONR. We follow "the most recent edition of Roberts Rules of Order". I cannot find anything specific in RONR which states that the purpose of New Business is to bring up new motions, whether they are specifically listed on the agenda or not. Please advise.

can a item brought up at a meeting be voted on if members are not previously made aware of the subject.

can a item brought up at a meeting be voted on if members are not previously made aware of the subject.

I would like you opinion regarding an issue that came up in our annual meeting. SPRH a nonprofit organization with members that have voting right. We held our annual meeting to elect the 2015 board of directors and to transact such other business as properly comes before the meeting. While reviewing the agenda, in new business, a member of the organization who did not qualify to be part of the board requested we review the bylaws. The agenda was approved and in new business he presented an amendment to the bylaws proposing changing the term of the board from one year to two years. He also made a motion to amend the bylaws in a matter that would qualify him to hold a position on the board of directors. The amendments were presented to the membership, voted and adopted immediately. This person was also elected to a position in the board and the board was elected for two years. This is the paragraph of bylaws dealing with amendments to the bylaws in effect at the time of the meeting. 16.1 Amendment of By Laws: These bylaws may be amended by the majority vote of the Members present and qualified to vote at any meeting at which a quorum is present, provided the substance of such proposed amendment or amendments shall be plainly stated in the call for the meeting, except that the Board of Directors may, at any regular or special meeting of the Board of Directors at which quorum is present, approve amendments to the Bylaws which are mandated necessary. A member of the organization contacted me and said that the election of this member was null and void because the organization failed to follow the bylaw addressing the amendment of the bylaws as required in the same. Upon advising the board member, he stated that if his election is null so was the election of all other members of the board, the changes to the bylaws and the annual meeting. It should be noted that all other board members qualify for their position as per the original bylaw. I just noticed that according to Robert's Rules these motions are null and void, because the bylaw stated that if an amendment to the bylaws is proposed, the intention to amend the bylaws must be specify in the call. Now, I wonder. The entire annual meeting is invalid or the motions to amend the bylaws only? What can I do to fix this? Thanks for the guidance you can give me on this matter. Thank you for your valuable time. sgm_felix@yahoo.com

OK...First, this is a county political party meeting. I am trying to present a resolution (unpopular with the leadership). It will be new business. I am on the agenda to speak re: the topic of my resolution during the "announcements." I haven't publically released my resolution, though I will have copies available prior to our meeting. I want to make sure it is discussed and put into the record. We have not received an agenda in advance, I was just told I was on it. So my questions is this; should I move to be added to the agenda when it up to be approved or just wait until new business to bring the motion to adopt the resolution?

Our condominium association had our annual meeting last night. The main item was the election of board members and proxies were sent out to get the votes of owners that would not be attending the meeting. At the start of the meeting it was determined/announced that a quorum was present. During the meeting a motion was made from the floor and was ruled out of order because the number of owners physically present at the meeting did not represent a quorum. Is this ruling correct? How can you have a quorum for one agenda item but not other items that come up during the meeting?

Considering "opening" our agenda to provide a forum for "new business" (as suggestions for discussions/exploration at future meetings), but concerned about opening Pandora's Box...not being able to manage/properly filter all of the ideas that come up during an open forum. Any best practices for providing this opportunity----without overwhelming staff/president with unecessary research/preparation for issues without timely strategic relevance???

Need some help with new business. Can a resolution be offered and voted on in the new business section of an agenda? Or does a resolution need to be provided prior to a meeting?

Our secretary has been keeping minutes but didn't have them prepared to approve at the last meeting. 1) Are we allowed to conduct new business without approving the minutes of the last meeting? 2) If so, how long are we allowed to go without approving the minutes? 3) What rule addresses this topic? Thank you

When two readings of an ordinance are required for passage, should the second reading be placed on the agenda under New Business or Unfinished Business and General Orders. The second reading and approval is not really new business because the ordinance has been read once at a prior meeting and approved for second reading. But is doesn't fit the list on pp. 358-9 of RONR, except possibly (d) a matter "otherwise make a general order" for the present meeting.

There is an item on our agenda that should not be duscussed at this time. It is not in the form of a motion, more of a discussion topic for the group - similar to a program. Since it is listed under New Business, is there a proper way to remove it so that it does not get discussed? By the way, the agenda is already out to the membership.