Guest Lynne Posted March 12, 2011 at 06:34 PM Report Share Posted March 12, 2011 at 06:34 PM If one of the committee files a report at the Annual General Meeting and states that they were handing off certain responsibilities to a new committee and those responsibilities were outlined in detail, does this mean they automatically are assimilated into the formal job description of the new committee? That new committee and those job descriptions have become common practice for the last eight years.Or, should the board have formally have passed a motion to rewrite those job descriptions. We're not sure if this was ever done since it was so long ago.Thank you Link to comment Share on other sites More sharing options...
Tim Wynn Posted March 12, 2011 at 06:44 PM Report Share Posted March 12, 2011 at 06:44 PM If one of the committee files a report at the Annual General Meeting and states that they were handing off certain responsibilities to a new committee and those responsibilities were outlined in detail, does this mean they automatically are assimilated into the formal job description of the new committee? That new committee and those job descriptions have become common practice for the last eight years.A committee has whatever responsibilities are given to it by the power that constituted the committee. If this is a standing committee, established by the bylaws, the bylaws should prescribe its duties and who may alter these duties. If this is a special committee, the body that created it can give it instructions.Or, should the board have formally have passed a motion to rewrite those job descriptions. We're not sure if this was ever done since it was so long ago.Thank youAt an annual meeting of the general membership, the general membership is in charge, and the board is not present, though the individual members of the board may be present. Also, what does this have to do with "AGM Minutes," the topic of your post? Link to comment Share on other sites More sharing options...
sfigola Posted March 12, 2011 at 06:49 PM Report Share Posted March 12, 2011 at 06:49 PM If a board member is absent from a meeting, are they permitted to vote by phone? Link to comment Share on other sites More sharing options...
Tim Wynn Posted March 12, 2011 at 06:53 PM Report Share Posted March 12, 2011 at 06:53 PM If a board member is absent from a meeting, are they permitted to vote by phone?Only if specifically authorized in the bylaws. RONR does not allow absentee voting. See RONR(10th ed.), p. 408, l. 31 - 409, l. 2.You should start a new topic with any new questions. Link to comment Share on other sites More sharing options...
Guest Lynne Posted March 12, 2011 at 06:57 PM Report Share Posted March 12, 2011 at 06:57 PM A committee has whatever responsibilities are given to it by the power that constituted the committee. If this is a standing committee, established by the bylaws, the bylaws should prescribe its duties and who may alter these duties. If this is a special committee, the body that created it can give it instructions.At an annual meeting of the general membership, the general membership is in charge, and the board is not present, though the individual members of the board may be present. Also, what does this have to do with "AGM Minutes," the topic of your post?The AGM Minutes are our only reference point that this occurred. It was so long ago when a new committee was formed and another one handed off certain responsbilities and we cannot find a board motion to have the new committee take this on. Doesn't the AGM membership ratify the minutes by accepting these minutes? So doesn't it become fact?Thanks for your help. Link to comment Share on other sites More sharing options...
Tim Wynn Posted March 12, 2011 at 07:18 PM Report Share Posted March 12, 2011 at 07:18 PM The AGM Minutes are our only reference point that this occurred. It was so long ago when a new committee was formed and another one handed off certain responsbilities and we cannot find a board motion to have the new committee take this on.It's extremely unlikely that a committee would have the authority to "hand off" responsibilities to another committee. Doesn't the AGM membership ratify the minutes by accepting these minutes? So doesn't it become fact?Thanks for your help.No, approving the minutes does not ratify or indicate agreement with what occurred in a previous meeting. It only indicates that no (further) corrections are offered to the minutes. The minutes reflect what happened; the assembly can't rewrite history through the approval process.Also, the general membership does not approve minutes of the board, if that's what you mean. Link to comment Share on other sites More sharing options...
Tim Wynn Posted March 12, 2011 at 07:21 PM Report Share Posted March 12, 2011 at 07:21 PM If you can't find any indication that something happened, perhaps, it's time to assume it didn't happen. Link to comment Share on other sites More sharing options...
Guest Lynne Posted March 12, 2011 at 07:25 PM Report Share Posted March 12, 2011 at 07:25 PM If you can't find any indication that something happened, perhaps, it's time to assume it didn't happen.Since it's been common practice then for this committe to handle these responsibilities for several years, should the board put foward a formal motion to accept those responsibilities?Thanks Link to comment Share on other sites More sharing options...
Tim Wynn Posted March 12, 2011 at 07:39 PM Report Share Posted March 12, 2011 at 07:39 PM Since it's been common practice then for this committe to handle these responsibilities for several years, should the board put foward a formal motion to accept those responsibilities?ThanksIf the board has the authority to define the committee's duties, it should clearly spell out those duties. If another entity has this authority (general membership/president/etc.), the same principal applies. Link to comment Share on other sites More sharing options...
hmtcastle Posted March 12, 2011 at 07:45 PM Report Share Posted March 12, 2011 at 07:45 PM If a board member is absent from a meeting, are they permitted to vote by phone?What does that have to do with this topic: AGM minutes? It's not about an AGM and it's not about minutes. Link to comment Share on other sites More sharing options...
Gary Novosielski Posted March 12, 2011 at 07:57 PM Report Share Posted March 12, 2011 at 07:57 PM Since it's been common practice then for this committe to handle these responsibilities for several years, should the board put foward a formal motion to accept those responsibilities?ThanksYou keep referring to the board, yet your questions all pertain to what went on at one or more AGM meetings. As Tim has pointed out, the board is not in session during, has no authority over, and does not attend* meetings of the general membership. It cannot overrule, and need not ratify, any action of the society's assembly.If this committee has existed for some time only by dint of custom, then it would be appropriate for the body to which the committee customarily reports to formally establish the committee. If that body is the membership (as suggested by your topic title), then the board would have no role in the process.* except as individuals, if they are also members of the assembly Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted March 12, 2011 at 09:22 PM Report Share Posted March 12, 2011 at 09:22 PM The AGM Minutes are our only reference point that this occurred. It was so long ago when a new committee was formed and another one handed off certain responsbilities and we cannot find a board motion to have the new committee take this on.Doesn't the AGM membership ratify the minutes by accepting these minutes?So doesn't it become fact?"... our only reference point that this occurred"?This "occurrence" is still garbled.You want to ratify something which itself is VERY fuzzy.I don't think anyone should ratify what they do not understand.If I don't understand what happened, and if you don't understand what happened, then what good will come about by ratifying that which isn't clear to the body doing the ratifying?Doesn't the AGM membership ratify the minutes by accepting these minutes?So doesn't it become fact?No.To adopt minutes is NOT THE SAME as to turn erroneous actions into legitimate actions.To adopt minutes only confirms that you acknowlege what took place, even if impossible or illegal, so that you can justify your next motion to correct the error(s) in that meeting.• Approval of minutes never means approval of the actions taken in that meeting.• Approval of minutes only means, "Yes, the text in that written document accurately describes all our errors, miscues, and madness, which did indeed occur, from gavel to gavel, to our ever-lasting shame." Link to comment Share on other sites More sharing options...
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