Meetings Not In-Person

[Guest Gabby]

Our Bylaws do not allow for meetings by any means other than in-person. May a committee meet  and do business by email or phone under these bylaws?

[Josh Martin]

Our Bylaws do not allow for meetings by any means other than in-person. May a committee meet  and do business by email or phone under these bylaws?

 

Possibly.

 

"As in the case of a board or any assembly, committees that are expressly established by the bylaws can hold a valid electronic meeting only if authorized in the bylaws to do so. A committee that is not expressly established by the bylaws, however, may instead be authorized by a standing rule of the parent body or organization, or by the motion establishing the particular committee, to hold electronic meetings." (RONR, 11th ed., pg. 98)

 

Whether or not the committee is established in the bylaws, committees have another option if everyone is in agreement.

 

"In the case of a committee, however, if it is impractical to bring its members together for a meeting, the report of the committee can contain what has been agreed to by every one of its members." (RONR, 11th ed., pg. 503)

[Guest Gabby]

So in a group where there is no provision for meeting, except in person, committees may do business by other means (e.g., phone)  but only if the votes are unanimous?

 

In our case, no one (committee, standing committee, general meeting) has been authorized by the body or the Bylaws to have meetings by any means. The Committee in question is a Standing Committee specifically cited in the Bylaws.

 

[Timothy]

So in a group where there is no provision for meeting, except in person, committees may do business by other means (e.g., phone)  but only if the votes are unanimous?

 

Yes, but vote is too strong of a word,it applies only to the report, and consensus is very hard to achieve.

[Guest Gabby]

Timothy, help me understand your vote comment. Is it that they can create a report if, and only if, there is unanimous agreement. How would that be determined without a vote? 

[Timothy]

Timothy, help me understand your vote comment. Is it that they can create a report if, and only if, there is unanimous agreement. How would that be determined without a vote? 

 

Unanimous agreement is not required if the decisions about what goes into the report are made during a meeting. But suppose it is near the time when the chairman will present the report when new information causes him to think that something should be added to the report. He doesn't have time to call a meeting of the committee, but he sees some of them in the foyer and he has the phone numbers of the rest. He sends a text message stating what he believes should be added and then goes and talks to those in the foyer. After they agree to his change, he checks his text messages. Most responded that it was okay. He calls the few remaining to get their answer. While a vote never took place, he has achieved agreement by all committee members. So, when he gives the report, he can include the addition to the report.

 

However, if even just one of the committee members had said, "I'm not sure. I think we should all discuss it," the chairman would not be able to add the item to the report without first having a meeting at which they could discuss and vote on the change.