Recording voting at Board meetings

[Guest Jaycee]

Our Condo Board meetings are conducted under Roberts Rules according to our Bylaws. Recently we approved a budget with a fairly substantial fee increase. Two members opposed. The owners want to pass a motion at our next Annual General Meeting that the names of all Board members and how they voted are to be included in the minutes. There are 7 members. Currently we only record if the motions were carried - do not list individual members and how they voted. Would a motion passed as proposed at an AGM have to be implemented?

[Josh Martin]

Would a motion passed as proposed at an AGM have to be implemented?

Yes, but it would require a motion to Amend Something Previously Adopted (since it is amending the board's minutes). This takes a 2/3 vote, vote of a majority of the entire membership, or majority vote with previous notice.

[Bruce Lages]

Josh - While I agree with your answer that such a motion would have to be implemented, I didn't read guest Jaycee's statement to mean that the membership was necessarily amending previously approved board minutes, but rather establishing a new policy for the board to follow. If that's the case, wouldn't the membership be setting up a special rule of order, requiring either a 2/3 vote or a MEM vote?

[Guest Jaycee]

Yes, but it would require a motion to Amend Something Previously Adopted (since it is amending the board's minutes). This takes a 2/3 vote, vote of a majority of the entire membership, or majority vote with previous notice.

Josh - Does Roberts require that when a vote is taken at a small (i.e. board meetings) that the names of the board members and how they voted be included in the minutes? Jaycee

[Josh Martin]

If that's the case, wouldn't the membership be setting up a special rule of order, requiring either a 2/3 vote or a MEM vote?

Yes. My answer was based on the understanding that the motion was to apply to this one vote. If it is an ongoing policy, a special rule of order would be required. Additionally, if it is an ongoing policy, I would recommend that the general membership limit the types of motions the policy applies to, in order to prevent bogging down board meetings and minutes with roll call votes on motions to recess for five minutes.

[Guest Jaycee]

Josh - While I agree with your answer that such a motion would have to be implemented, I didn't read guest Jaycee's statement to mean that the membership was necessarily amending previously approved board minutes, but rather establishing a new policy for the board to follow. If that's the case, wouldn't the membership be setting up a special rule of order, requiring either a 2/3 vote or a MEM vote?

This is right - I do not mean that the membership at an Annual General Meeting would be amending previously approved Board minutes but want the recording of how each board member votes at board meetings. Jaycee

[Josh Martin]

This is right - I do not mean that the membership at an Annual General Meeting would be amending previously approved Board minutes but want the recording of how each board member votes at board meetings. Jaycee

Then you may ignore my original post. I misunderstood the question.

Josh - Does Roberts require that when a vote is taken at a small (i.e. board meetings) that the names of the board members and how they voted be included in the minutes? Jaycee

No. The organization may adopt such a rule if it wishes by a 2/3 vote with previous notice or a vote of a majority of the entire membership. Additionally, I would recommend that such a rule specify the type(s) of motions it applies to.

[Guest Jaycee]

Then you may ignore my original post. I misunderstood the question.

No. The organization may adopt such a rule if it wishes by a 2/3 vote with previous notice or a vote of a majority of the entire membership. Additionally, I would recommend that such a rule specify the type(s) of motions it applies to.

Josh - In order to pass the motion if previous notice is not given would all owners have to be present or would the result be determined from 2/3 of only those attending the meeting? There are 47 members so would we have to have 31 members vote in favour? Jaycee

[Josh Martin]

Josh - In order to pass the motion if previous notice is not given would all owners have to be present or would the result be determined from 2/3 of only those attending the meeting?

Neither. If previous notice is not given, a majority of the entire membership must vote in favor, notwithstanding how many members are present. The two-thirds vote is the requirement if previous notice is given, and this is two-thirds of the members present and voting. Don't combine the two.

There are 47 members so would we have to have 31 members vote in favour? Jaycee

If there are 47 members total in the organization, then 24 members would need to vote in favor if previous notice is not given. If previous notice is given, then a 2/3 vote of those present and voting will suffice. That is, if 30 members vote on the motion, at least 20 of them would need to vote in favor. Abstentions don't count. (A majority of the entire membership will also suffice if previous notice is given, on the off chance that threshold is actually easier to reach.)

Also, based on your "31" example, keep in mind that you do not round down for a two-thirds vote.

[Dan Honemann]

Then you may ignore my original post. I misunderstood the question.

I think it should be ignored in any event.