How much work can committees do?

[Guest Carrie]

I am a member of a newer board (operating less than three years)  We want to make sure that we are conducting business properly.  I have to questions:

1.)  If a committee is planning an event, do they compile a working document (preliminary proposal and preliminary budget) and get board approval to continue working on that event under the scope of that?  Or/ does each item the committee is working on need to be brought before the board individually for a vote? (ex:  event theme, decorations, food/beverages)  With a preliminary budget in place can the committee make choices and purchases within the spending approved in the preliminary budget, knowing that the budget can be amended by board vote?

2.)  If a motion was made and seconded, but there is conflict with how the motion was written by two of the board members, can the motion be withdrawn (if it has already been seconded and gone into discussion) or can it be amended to read differently before going for a vote and if so how would that be presented?

3.)  If there is a person who serves on different committees, can the work of one committee continue even though one of the members of that committee is busy doing other work on other committees?  Can a committee make decisions without that committee member if they do not make themselves available due to those other commitments?

This is the motion that was presented to the board:

Motion:

I make a motion to accept the Preliminary Fall Conference proposal and for the committee to move ahead with planning and marketing the  fall conference, within the confines of the proposal and approved budget.  All decisions moving forward can be made at the discretion of the training committee; knowing that committee members are accountable to the association membership and it's board of directors and will therefore update the board monthly, or more frequently if requested, on the progress of the conference.  Any changes to the budget, will need to be brought to the board for discussion and approval.

 

 

 

[Guest Who's Coming to Dinner]

1. The committee has such power as was given to it by the creating motion, bylaw, or other rule.

2. The motion may be withdrawn only with permission of the majority. In your example, a motion to amend is the better course.

3. Yes, as long as a quorum is present.

[Josh Martin]

3 hours ago, Guest Carrie said:

1.)  If a committee is planning an event, do they compile a working document (preliminary proposal and preliminary budget) and get board approval to continue working on that event under the scope of that?  Or/ does each item the committee is working on need to be brought before the board individually for a vote? (ex:  event theme, decorations, food/beverages)  With a preliminary budget in place can the committee make choices and purchases within the spending approved in the preliminary budget, knowing that the budget can be amended by board vote?

2.)  If a motion was made and seconded, but there is conflict with how the motion was written by two of the board members, can the motion be withdrawn (if it has already been seconded and gone into discussion) or can it be amended to read differently before going for a vote and if so how would that be presented?

3.)  If there is a person who serves on different committees, can the work of one committee continue even though one of the members of that committee is busy doing other work on other committees?  Can a committee make decisions without that committee member if they do not make themselves available due to those other commitments?

1.) The motion in question provides “for the committee to move ahead with planning and marketing the  fall conference, within the confines of the proposal and approved budget.  All decisions moving forward can be made at the discretion of the training committee.”

Based on this, it would seem to me that the committee can “make choices and purchases within the spending approved in the preliminary budget.”

2.) Either is possible. The motion may be withdrawn by the motion maker with the assembly’s consent. Alternately, any member may move to amend the motion. In either case, the assembly decides these matters by majority vote. The motion to Amend is debatable and amendable, but whether to grant a request to withdraw a motion is neither debatable nor amendable.

The motion to Amend should specify the exact manner in which the motion is to be changed, including the exact words which are to be inserted and/or struck out. If there are extensive changes to be made, a member may move to substitute an entirely new motion on the subject.

3.) Yes to both questions.