Agenda's specific information

[Guest Neil]

Does this agenda item meet the Roberts Rules requirement "Agenda provided in advance for information...some indication of the matters to be considered under each heading". My opinion is it is far too vague to be informative. "V. Vice Chair Report and Take Possible Action" 

[Guest Who's Coming to Dinner]

I would say it gives some indication. But as having an agenda is not required, nor is the agenda binding unless adopted (possibly as amended), it doesn't much matter. Now, if this is an "action" which requires previous notice, I would say this notice is defective for vagueness.

[Richard Brown]

And if this "notice" is for action expected to be taken at a special meeting, I would say it is definitely deficient.   But, as for an "agenda item"... which really isn't required unless you have a customized rule requiring it.... it seems fine to me.

[Gary Novosielski]

3 hours ago, Guest Neil said:

Does this agenda item meet the Roberts Rules requirement "Agenda provided in advance for information...some indication of the matters to be considered under each heading". My opinion is it is far too vague to be informative. "V. Vice Chair Report and Take Possible Action" 

There is no Robert's Rules requirement for an agenda.  Is it required by your organization's rules?

Without an agenda, the rule is that the standard order of business is followed:

Quote

BASIC HEADINGS COVERING BUSINESS PROPER.

The customary or “standard” order of business comprises the following subdivisions:

1)  Reading and Approval of Minutes
2)  Reports of Officers, Boards, and Standing Committees
3)  Reports of Special (Select or Ad Hoc) Committees
4)  Special Orders
5)  Unfinished Business and General Orders
6)  New Business

In organizations that have adopted [RONR] as parliamentary authority and that have not adopted a special order of business, this series of headings is the prescribed order of business for regular meetings, unless the periods intervening between consecutive regular meetings are usually more than a quarterly time interval (see pp. 89–90).

 

 

 

[Guest Neil]

Quote

And if this "notice" is for action expected to be taken at a special meeting, I would say it is definitely deficient. 

Yes, it is for a special meeting.

[Josh Martin]

23 hours ago, Guest Neil said:

Does this agenda item meet the Roberts Rules requirement "Agenda provided in advance for information...some indication of the matters to be considered under each heading". My opinion is it is far too vague to be informative. "V. Vice Chair Report and Take Possible Action" 

Robert’s Rules has no such requirement. What RONR says on this matter is that “In some organizations, it is customary to send each member, in advance of a meeting, an order of business or agenda, with some indication of the matters to be considered under each heading. Such an agenda is often provided for information only, with no intention or practice of submitting it for adoption. Unless a precirculated agenda is formally adopted at the session to which it applies, it is not binding as to detail or order of consideration, other than as it lists preexisting orders of the day (pp. 364ff.) or conforms to the standard order of business (pp. 25–26, 353ff.) or an order of business prescribed by the rules of the organization (pp. 16, 25).” (RONR, 11th ed., pg. 372)

RONR has no requirement that a meeting must have an agenda, that an agenda must be sent in advance, or any requirements regarding how detailed such an agenda must be. All this is saying is that some organizations have a custom of sending agendas in advance, but that such agendas (unless and until they are actually adopted at the meeting) are not binding upon the assembly.

5 hours ago, Guest Neil said:

Yes, it is for a special meeting.

Okay, then the rules you actually want to cite are these:

”A special meeting (or called meeting) is a separate session of a society held at a time different from that of any regular meeting, and convened only to consider one or more items of business specified in the call of the meeting. Notice of the time, place, and purpose of the meeting, clearly and specifically describing the subject matter of the motions or items of business to be brought up, must be sent to all members a reasonable number of days in advance.” (RONR, 11th ed., pg. 91)

“The only business that can be transacted at a special meeting is that which has been specified in the call of the meeting.” (RONR, 11th ed., pg. 93)

So yes, I would agree that “Vice Chair Report and Take Possible Action” does not meet the requirement of “clearly and specifically describing the subject matter of the motions or items of business to be brought up.”

Edited December 5, 2018 at 06:29 PM by Josh Martin

[Guest Neil]

1 hour ago, Josh Martin said:

Robert’s Rules has no such requirement. What RONR says on this matter is that “In some organizations, it is customary to send each member, in advance of a meeting, an order of business or agenda, with some indication of the matters to be considered under each heading. Such an agenda is often provided for information only, with no intention or practice of submitting it for adoption. Unless a precirculated agenda is formally adopted at the session to which it applies, it is not binding as to detail or order of consideration, other than as it lists preexisting orders of the day (pp. 364ff.) or conforms to the standard order of business (pp. 25–26, 353ff.) or an order of business prescribed by the rules of the organization (pp. 16, 25).” (RONR, 11th ed., pg. 372)

RONR has no requirement that a meeting must have an agenda, that an agenda must be sent in advance, or any requirements regarding how detailed such an agenda must be. All this is saying is that some organizations have a custom of sending agendas in advance, but that such agendas (unless and until they are actually adopted at the meeting) are not binding upon the assembly.

Okay, then the rules you actually want to cite are these:

”A special meeting (or called meeting) is a separate session of a society held at a time different from that of any regular meeting, and convened only to consider one or more items of business specified in the call of the meeting. Notice of the time, place, and purpose of the meeting, clearly and specifically describing the subject matter of the motions or items of business to be brought up, must be sent to all members a reasonable number of days in advance.” (RONR, 11th ed., pg. 91)

“The only business that can be transacted at a special meeting is that which has been specified in the call of the meeting.” (RONR, 11th ed., pg. 93)

So yes, I would agree that “Vice Chair Report and Take Possible Action” does not meet the requirement of “clearly and specifically describing the subject matter of the motions or items of business to be brought up.”

Thank you, Josh. That hits the nail on the head!

[Gary Novosielski]

On 12/5/2018 at 7:29 AM, Guest Neil said:

Yes, it is for a special meeting.

Ah, that changes everything.  The business that is proposed to be considered at a special meeting must be "clearly and specifically" described in the call of the meeting, and nothing (except ordinary procedural motions) may be considered at that meeting except the business that has been so described.

"Report and possible action" is neither clear nor specific, so basically nothing can happen at such a meeting.

Edited December 8, 2018 at 12:23 AM by Gary Novosielski