Meeting Procedure for Committee Chair Reports

[OBA Treas.]

Is it acceptable for Standing Committee Chairs to remain in BOD meetings after they have presented their committee report and fielded questions. This occurs on a regulat basis for our board meetings (even the conference calls) and the committee chair has interjected with his opinions about topics that are not related to his committee.

[Richard Brown]

Are these committee chairs members of the Board?  If so, of course they can stay and participate just like all other Board members.

 

If they are not members of the Board, a bit more information is necessary to answer your question.

 

Are the board meetings normally conducted in executive session or they open to members of the society to attend?   If they are conducted in executive session, either by rule or custom or a vote to go into executive session, then all non-members of the board must leave unless invited to attend or to remain.  I'm assuming these committee chairs are invited to attend at least for the purpose of presenting their reports.

 

Regardless, unless the society has a rule that the board meetings shall be open to the general membership, your board is in control of who can attend its meetings.  You can allow some people to attend but not others and you can allow them to attend for only part of a meeting.  However, even if they are permitted to remain as guests, they have no right to speak unless the Board grants them that right.  I suspect your Board chairman needs to exercise a little more control over the proceedings.....subject to the will of the Board.

[OBA Treas.]

This committee chair is not a board member. But, he is married to the board President. Additionally, another committee chair has been sitting in and offering opinions during board meetings....he is also related to the President. Do, I, as Secretary have any control over this?

[Richard Brown]

This committee chair is not a board member. But, he is married to the board President. Additionally, another committee chair has been sitting in and offering opinions during board meetings....he is also related to the President. Do, I, as Secretary have any control over this?

 

Only by raising a point of order that some rule is being violated re non-board members at the meeting.   Or by making a motion that they be excluded, unless the society itself has a rule that says guests may attend.  Be prepared to appeal from his ruling if he rules that they may stay.

 

The BOARD has control over this, not any particular member or officer and not the president, although he should enforce the rules fairly and impartially.  The BOARD can determine who can stay.

 

What do your bylaws say about Board meetings?

[OBA Treas.]

This is not specifically covered. However, the ByLaws state that guests can come to Board meetings to express a concern, but after they have spoken to the board and questions have been answered, they are to be excused.

[Edgar Guest]

 . . . the ByLaws state that guests can come to Board meetings to express a concern . . .

 

That's a pretty tepid rule. Does it really say "can"? Does it really say "guests"? Must these guests be members of the association (or, for example, could I attend a board meeting to express my concern)?

[Josh Martin]

This is not specifically covered. However, the ByLaws state that guests can come to Board meetings to express a concern, but after they have spoken to the board and questions have been answered, they are to be excused.

 

Then it seems to me that your bylaws answer your original question. The next time the chair fails to enforce this rule on his own, I'd raise a Point of Order, followed by an Appeal if necessary.

[Richard Brown]

What do your bylaws say about Board meetings?

 

This is not specifically covered. However, the ByLaws state that guests can come to Board meetings to express a concern, but after they have spoken to the board and questions have been answered, they are to be excused.

 

That's a pretty tepid rule. Does it really say "can"? Does it really say "guests"? Must these guests be members of the association (or, for example, could I attend a board meeting to express my concern)?

 

Agreeing with Mr. Guest, I'm curious as to whether that is precisely what your bylaws say or if you are perhaps paraphrasing or interpreting what you think they say... and whether it is just custom for guests to leave after they have made their presentation or had their questions answered.

 

What is the precise, word for word, comma for comma language from the bylaws re "guests" attending board meetings?

 

We have all told you what the rule in RONR is, but any provision in your bylaws re who may attend board meetings trumps whatever is in RONR.