Is a special session required for fundraising format decision

[Guest Amanda Wright]

Hello. My son's school has a parent group, and I was elected president at the last meeting. I did not have a copy of the bylaws prior to that meeting, which specify we are to follow RONR for all conducted meetings.

 

Because our officers were not elected prior to the November meeting, a school staff member was acting as chairperson. Although the staff member did direct the parents present to make motions when nominating officers, when the group needed to decide on two fundraisers, the staff member allowed people to speak over each other and did not allow the parents to vote on any types of fundraisers the staff member did not support. One fundraiser that was accepted was a basket raffle type, and of the 7 parents gathered, 3 stated it should have a specific format on how many baskets were offered and if those baskets should get their own tickets. The staff member did not direct any of those parents to make a formal motion, nor did the staff member ever call for a vote on what the format of the basket raffle should be - only the time frame for ticket sales and a final drawing. Even after the vote on the time frame was taken, the 3 parents in favor of voting on a format spoke again on the subject, but the chair directed the attention to another issue.

 

Part of my question concerns what happened regarding the baskets. Two parents stated at the meeting they would gather donations for specific themed baskets, both of whom had suggested the multiple ticket format. The staff member who had been chair told one of the parents that the staff member felt there should only be one basket with one ticket distributed, because it was easier. A week later, the same staff member sent home a note stating that Parent A had collected items for a "Date Night" basket. Taking the naming of the basket to indicate that there would be more than one basket raffled off, Parent B called the staff member and informed them of the items that had been collected for three more baskets. The staff member acknowledged the effort. In a following interaction between Parent B and the staff member another week later, the topic of individual ticket sets for each basket came up, and the staff member stated that the multiple ticket format would be too difficult for the other parents to understand, three separate times. Eventually, the staff member told Parent B to call Parent A and the parent printing the tickets to decide on how to do the tickets. The staff member stated they would compile a parent directory so all parties could communicate. Parent B contacted the staff member three times to ask if the directories were going to be sent home, and each time was told they were on the staff member's desk. At the end of the following week, with no directories distributed, tickets were sent home to parents listing three baskets to be drawn, only two of which were those that Parent A and Parent B had gathered items for.

 

Parent B called the staff member to alert them to the error, and the staff member indicated that:

• With regard to the tickets, no change could be made because it was too late. Additionally, the staff member had spoken to their supervisor and the supervisor had stated no changes could be made from what was decided at the November meeting without a vote by the parents.
• With regard to the baskets, the staff member stated that they had spoken to Parent A a couple days before the tickets were printed, and Parent A had stated they thought there were only three baskets. The staff member then stated that, instead of calling Parent B to verify, "they" (I'm not sure who constituted the "they") decided to just go with what they had.

Ok, I'm sorry that was so long, but I'm not sure what details are relevant since this is the first time I've encountered this type of situation. The questions I've been presented with are:

1. Does it appear there was any impropriety in that the staff member did not prompt or allow the three parents at the November meeting to have a vote on the format of the raffle and tickets to be sold? The concern here is that 42% of those gathered expressed an opinion that was not given the opportunity to be considered.
2. If an assembly does not vote on the specifics of an event, in this case the number of baskets and types of tickets, how should those details be decided? Is it up to the discretion of the person who chaired the meeting, even if that person is not a member of the group according to the bylaws? Or do we need to call a special session?
3. It has been brought to my attention that the minutes from November's meeting, (typed by the staff member who chaired,) specify that a "basket" (singular form) would be raffled. Would that possibly be an idication that the staff member altered the format as they saw fit, where in the case of the tickets they stated they could not alter the tickets, but with the baskets decided to use their own judgement on what to offer?

I must admit that I have some concerns, as this same staff person has tried to disuade me from contacting the parents to gather concerns and motion requests for the monthly meeting agendas, which it specifies in the bylaws is one of my duties, by stating the agenda is delivered to them pre-drafted and can't be altered. But mostly, I need to know where to stand for the parents, since we have several more fundraisers and special events to come this year, and this staff member is supposed to be present at all meetings. Out of all the families in the school, only about 25% ever show on a good day, and I have the feeling that number will go down if the parents don't feel like they have any real chance at input.

 

Thanks!

[Josh Martin]

1. Does it appear there was any impropriety in that the staff member did not prompt or allow the three parents at the November meeting to have a vote on the format of the raffle and tickets to be sold? The concern here is that 42% of those gathered expressed an opinion that was not given the opportunity to be considered.

 

Yes. The chair shouldn't have allowed the rambling discussion in the first place. Rather, the chair should have informed members who wished to act on the issue that they would need to make a motion. Eventually, that motion would come to a vote.

 

2. If an assembly does not vote on the specifics of an event, in this case the number of baskets and types of tickets, how should those details be decided? Is it up to the discretion of the person who chaired the meeting, even if that person is not a member of the group according to the bylaws? Or do we need to call a special session?

 

Sometimes a motion will specify, for instance, that a certain person is to do something, but will be rather vague on the details. In such a case, it would seem that it would be the responsibility of the person charged with the task to work out the details. It would not necessarily be required to call a special meeting, although that may become necessary if the assembly is dissatisfied with the actions being taken, or if the person needs approval for something he was not originally authorized to do (such as spending money). In this case, however, it doesn't seem the assembly even specified who was supposed to carry out the task, so I haven't the slightest idea who is supposed to figure out the details. There is certainly nothing in RONR which automatically grants the chair such authority.

 

3. It has been brought to my attention that the minutes from November's meeting, (typed by the staff member who chaired,) specify that a "basket" (singular form) would be raffled. Would that possibly be an idication that the staff member altered the format as they saw fit, where in the case of the tickets they stated they could not alter the tickets, but with the baskets decided to use their own judgement on what to offer?

 

If it is correct that the assembly only voted on "the time frame for ticket sales and a final drawing," then it seems that the reference to a single basket being raffled is indeed editorializing on the part of the chair.

 

I must admit that I have some concerns, as this same staff person has tried to disuade me from contacting the parents to gather concerns and motion requests for the monthly meeting agendas, which it specifies in the bylaws is one of my duties, by stating the agenda is delivered to them pre-drafted and can't be altered.

 

How important is this staff member's goodwill for the organization? It seems to me you need to tell this person to butt out, and the main question is how politely to phrase it.

 

But mostly, I need to know where to stand for the parents, since we have several more fundraisers and special events to come this year, and this staff member is supposed to be present at all meetings. Out of all the families in the school, only about 25% ever show on a good day, and I have the feeling that number will go down if the parents don't feel like they have any real chance at input.

 

Well, since you are now the President, this staff member will thankfully no longer be chairing meetings, so whether the members feel like they have a chance at input is in your hands now.

 

Also, next time keep in mind that if there are presently no officers, the assembly elects a Chairman Pro Tempore to preside. This staff member doesn't automatically get to do it.

[Edgar Guest]

I did not have a copy of the bylaws prior to that meeting . . .  

 

One of your first acts as president should be to ensure that all members have a copy of the bylaws (or, at least, post them on the group's website). And make sure new members get a copy when they join (as advised by RONR).