R Bit Posted May 31, 2014 at 02:34 PM Report Share Posted May 31, 2014 at 02:34 PM Is it possible to change the date of an AGM if the facility that was to be used is not available? if so, what time frame is required for notification of the changed date? Link to comment Share on other sites More sharing options...
Chris Harrison Posted May 31, 2014 at 02:51 PM Report Share Posted May 31, 2014 at 02:51 PM There is no mechanism under RONR to cancel or change the date of a meeting without holding a meeting to make the change. However, depending on how the date of the AGM is set (do the bylaws set the date or is there a motion adopted setting a date?) you might be able to change the date provided there is a meeting between now and when the AGM is scheduled (possibly holding a Special Meeting provided the bylaws authorize them). Link to comment Share on other sites More sharing options...
R Bit Posted May 31, 2014 at 02:53 PM Author Report Share Posted May 31, 2014 at 02:53 PM Our C & B/L's specify the date/time that the AGM is to be held. Link to comment Share on other sites More sharing options...
Chris Harrison Posted May 31, 2014 at 02:57 PM Report Share Posted May 31, 2014 at 02:57 PM Our C & B/L's specify the date/time that the AGM is to be held.Then you all will need to amend the C&BL in order to change the date. However, do they require the meeting be held at this particular facility? Link to comment Share on other sites More sharing options...
R Bit Posted May 31, 2014 at 02:59 PM Author Report Share Posted May 31, 2014 at 02:59 PM No, it can be held anywhere Link to comment Share on other sites More sharing options...
Chris Harrison Posted May 31, 2014 at 03:27 PM Report Share Posted May 31, 2014 at 03:27 PM No, it can be held anywhereOK. What you all can do is find a venue to hold the meeting and have the Secretary send out a notice to the members telling them of the when and where. Then a few members can show up at the scheduled time and place of the original meeting and adopt a motion to hold an Adjourned Meeting (RONR pp. 242-247) at the time and place you all worked out. For example, let's say the AGM is normally held on June 1 at noon at the Winchester City Public Library on Wilson Blvd. in their Conference Room. You find out that the Library has already reserved the room so it won't be available on that date and time. After doing some research you determine that the Library on Valley Ave. has meeting space available on June 2 at 2 PM. That space should be booked and a notice sent to the members notifying them the normal meeting space was not available and the meeting will be held at the Valley Ave. branch of the Library on 6/2 at 2 PM. Then on 6/1 at noon a few members should show up outside of the Wilson Blvd. branch and after calling the meeting to order adopt a motion setting up the Adjourned Meeting for 6/2 at 2 PM at the Valley Ave. branch and then Adjourn. On June 2 at 2 PM everyone arrives at the Library and the meeting is held. The only way this wouldn't work is if for some reason the motion to set up the Adjourned Meeting was not adopted. Link to comment Share on other sites More sharing options...
R Bit Posted June 3, 2014 at 07:08 PM Author Report Share Posted June 3, 2014 at 07:08 PM Would that then mean that the AGM held on this new date would be out of order, if the original meeting was not called to order, and the adoption did not occur? Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 3, 2014 at 08:11 PM Report Share Posted June 3, 2014 at 08:11 PM Would that then mean that the AGM held on this new date would be out of order, if the original meeting was not called to order, and the adoption did not occur? No. The original meeting should be called to order (that's what makes it a meeting), whether a quorum is present or not. It is then adjourned to ("continued to") the new date. Adjourning a meeting to a new time is one of the very few things you can do without a quorum. Both meetings are parts of the same session. Note the difference between adjourning (i.e. ending a meeting) and adjourning to another time (and maybe location). Link to comment Share on other sites More sharing options...
R Bit Posted June 3, 2014 at 08:17 PM Author Report Share Posted June 3, 2014 at 08:17 PM No. The original meeting should be called to order (that's what makes it a meeting), whether a quorum is present or not. It is then adjourned to ("continued to") the new date. Adjourning a meeting to a new time is one of the very few things you can do without a quorum. Both meetings are parts of the same session. Note the difference between adjourning (i.e. ending a meeting) and adjourning to another time (and maybe location).If none of this was done, what is the status of the meeting on the new date? Also, is there a time requirement for the change of meeting date? Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 3, 2014 at 08:21 PM Report Share Posted June 3, 2014 at 08:21 PM If you missed the designated time of your annual meeting then you might be able to call a special meeting (check your bylaws). Otherwise you'll have to wait until the next regularly scheduled meeting. Hopefully this is sooner than the next annual meeting but if not, you're out of luck. Link to comment Share on other sites More sharing options...
R Bit Posted June 3, 2014 at 11:43 PM Author Report Share Posted June 3, 2014 at 11:43 PM Nothing in our bylaws about moving the date. Link to comment Share on other sites More sharing options...
Edgar Guest Posted June 3, 2014 at 11:49 PM Report Share Posted June 3, 2014 at 11:49 PM Nothing in our bylaws about moving the date. Once again, you're not moving the date. You're holding the meeting at the date and time and place that your bylaws require. Then (maybe five minutes later) you're continuing it to another date and time and place. Link to comment Share on other sites More sharing options...
Josh Martin Posted June 4, 2014 at 12:52 AM Report Share Posted June 4, 2014 at 12:52 AM Nothing in our bylaws about moving the date. Then you can't move the date (except by amending the bylaws). Since the scheduled date has apparently already passed, you also can't follow the strategy which has been proposed. Your next bet is to check what the requirements are in your bylaws for calling a special meeting. Once again, you're not moving the date. You're holding the meeting at the date and time and place that your bylaws require. Then (maybe five minutes later) you're continuing it to another date and time and place. Yes, but as has already been established, they failed to do this. Link to comment Share on other sites More sharing options...
Gary Novosielski Posted June 4, 2014 at 01:25 PM Report Share Posted June 4, 2014 at 01:25 PM If none of this was done, what is the status of the meeting on the new date? Also, is there a time requirement for the change of meeting date?If none of this was done, the question then becomes: What new meeting? Link to comment Share on other sites More sharing options...
Guest Nancy N. Posted June 4, 2014 at 02:43 PM Report Share Posted June 4, 2014 at 02:43 PM If none of this was done, the question then becomes: What new meeting?*Sigh* It's the new meeting that Edgar Guest was talking about having been established, by that skeleton group who actually showed up on the sidewalk at the bylaws-designated place and time, who scheduled that adjourned meeting. Which didn't happen. Which leaves us dealing with the plaintive cry of Original Poster R Bit: What do we do now? Well, as said, look at your bylaws for special meetings. Or, especially (or only -- but I'm not a lawyer, and do not practice law without a license, so I'm not practicing law) (nor maybe anything else except typing) if you have local statute that applies, then look to that statute. Otherwise, you can do what Mets fans did from the establishment of the baseball team around 1962 until they phenomenally won the World Series in 1969 (or so): Holler, "Wait Till Next Year!" Link to comment Share on other sites More sharing options...
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