Guest J P Hart Posted February 22, 2012 at 02:21 PM Report Share Posted February 22, 2012 at 02:21 PM Does a meeting of the officers of a group need to be documented, the group has an executive committee made up of the Officers and the chairs of standing committes, about 12 members in total. The chair call a meeting of the officer to discuss the leadship of the group, now he is being ask to about open records.Is a meeting of officer of a group, subject to public view under Roberts Rules. I currently serve as ByLaws Chair.J P Hart Link to comment Share on other sites More sharing options...
Tim Wynn Posted February 22, 2012 at 02:31 PM Report Share Posted February 22, 2012 at 02:31 PM Does a meeting of the officers of a group need to be documented, the group has an executive committee made up of the Officers and the chairs of standing committes, about 12 members in total. The chair call a meeting of the officer to discuss the leadship of the group, now he is being ask to about open records.Is a meeting of officer of a group, subject to public view under Roberts Rules. I currently serve as ByLaws Chair.J P HartIs this a meeting of the executive committee? If so, minutes of the meeting should be kept by the secretary.According to RONR, only the members of the body that is meeting (the executive committee) has a right to access the minutes, except that the parent body can order the minutes to be read at its meeting. Link to comment Share on other sites More sharing options...
Guest J P Hart Posted February 22, 2012 at 02:42 PM Report Share Posted February 22, 2012 at 02:42 PM if only the five officers are present of the committee of twelve, is it still consider a meeting. Quorum of 51% is stated in our Bylaws. Link to comment Share on other sites More sharing options...
Tim Wynn Posted February 22, 2012 at 03:22 PM Report Share Posted February 22, 2012 at 03:22 PM if only the five officers are present of the committee of twelve, is it still consider a meeting. Quorum of 51% is stated in our Bylaws.How many show up at a meeting has no bearing on whether or not there is a meeting (so long as at least one shows up to call it to order). There are two types of meetings for such an assembly: regular and special. Regular meetings take place at regular intervals, such as weekly, monthly, et cetera. Special meetings can only take place if authorized in the bylaws, and when so authorized, they are called to considered specific matters. If a few officers (or all of them) bump into each other in a parking lot and start discussing business, that's not a meeting. If your organization is subject to sunshine laws, different definitions of what constitutes a meeting may apply. Link to comment Share on other sites More sharing options...
Josh Martin Posted February 23, 2012 at 12:37 AM Report Share Posted February 23, 2012 at 12:37 AM if only the five officers are present of the committee of twelve, is it still consider a meeting. Quorum of 51% is stated in our Bylaws.Assuming it's properly called, it's a meeting, but since it's inquorate, the meeting will not be able to do very much. Link to comment Share on other sites More sharing options...
Trina Posted February 23, 2012 at 02:25 PM Report Share Posted February 23, 2012 at 02:25 PM Does a meeting of the officers of a group need to be documented, the group has an executive committee made up of the Officers and the chairs of standing committes, about 12 members in total. The chair call a meeting of the officer to discuss the leadship of the group...if only the five officers are present of the committee of twelve, is it still consider a meeting. Quorum of 51% is stated in our Bylaws.Assuming it's properly called, it's a meeting, but since it's inquorate, the meeting will not be able to do very much.I just want to be sure that this part of Mr. Martin's reply stands out. If, as suggested in your original post, the chair only notified the officers (and not the other members of the executive committee) of the proposed 'meeting', then that was not a properly called meeting of the executive committee. If 'the officers' are not an assembly defined in the bylaws, their get-together had no official standing at all, and no authority to conduct any business.On the other hand, nothing in RONR prevents such a group of people from getting together and talking to their hearts' content, and nothing requires them to share what they talked about with others who weren't present.The idea that the chair 'called a meeting' is troubling... it would certainly tend to confuse the members about the actual status of the so-called meeting. Link to comment Share on other sites More sharing options...
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