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Lack of notice


Guest Preston

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Guest Preston

Good afternoon. Here is the situation:

Committee has been meeting for several years. For whatever reason, but most likely simple ignorance, some ex-officio members of the committee have not been participating in the committee meetings and decisions. New ex-officio member now wants to make null and void all the decisions made by the committee over the last few years because those other ex-officio members were not present or "invited" to the meeting.

This is a committee of 12 (6 regulars members and 6 ex-officio members) in a small organization.

Is there not some responsibility of the ex-officio members to inquire as to the committee's meetings?

Your input is appreciated!

Thank you,

Preston

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It seems the committee was not aware of the ex-officio members; The committee primarily makes recommendations to the organization for approval.

An issue is are the previous actions of the committee null and void IF the ex-officio members were not given notice? This is a time frame of several years.

Citations would be appreciated.

Thank you,

Preston

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To be clear, were none of the ex-officio members given notice? And did you always have every other member there?

If your committee is 12 people and only 5 or fewer attended, you may have quorum issues.

If only 6 of the 12 people were given notice, you may have issues.

That said, if the only actions of the group are advisory, then that action can not invalidate the actions of the larger group.

But if there were things done that are the sole responsibility of this committee, then you might have issues.

Take a look at RONR p. 251 which discusses timeliness requirement (and items that don't require it).

Not giving notice to half of the membership would seem to fall in the violation of basic rights of a member.

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That said, if the only actions of the group are advisory, then that action can not invalidate the actions of the larger group.

But if there were things done that are the sole responsibility of this committee, then you might have issues.

It would also be a minor issue if there are currently any items which the committee has decided to report to the organization, but has not yet done so.

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Just out of curiosity, since you have six 'regular' members and six ex officio members who do not count towards a quorum, how is your committee's quorum defined?

Ex-officio members in this case do not count towards the quorum, so that is not an issue here.

Apparently, the ex-officio members in question are not under the authority of the society.

Which does explain how the society and the ex-officio members themselves didn't remember this until now.

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Guest Edgar

Ex-officio members in this case do not count towards the quorum

Is that because your bylaws say so or just because you've never counted them?

The fact that the committee didn't even know it had (six!) ex-officio members (and, presumably, the six ex-officio members didn't know they were members) suggests a disturbing level of ignorance.

pJU95F

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Is that because your bylaws say so or just because you've never counted them?

It could also be that RONR says so - the six members might not be under the authority of the society. Or perhaps one them is the President, who serves as an ex-officio member on all committees.

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Guest Edgar

Apparently, the ex-officio members in question are not under the authority of the society.

Well, that's only apparent if you assume this organization is aware of this particular nuance of parliamentary law. Frankly, it seems unlikely. Six?

8n53R4

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Hi. Sorry for the delay in responding.

This organization and its leaders have nominal knowledge of Robert's Rules, though their bylaws specifically choose it for meetings, etc.

As with many smaller organizations, Parlimentary procedure seems to be utilized when someone wishes to use to accomplish their particular purpose. Very informal meetings have now become the subject of heated discussion.

I apologize, but I do not have the file with me to answer your particular questions.

Thank you for your input.

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