How to show a refused nomination in the minutes

[Geoff Ball]

We had our annual elections last month. The former vice-chair was not present at the meeting but was nominated for the position again. He stood uncontested and the group carried the motion for his election. He had not indicated prior to the meeting that he was interested in the position again. After the meeting, he declined the position. I'm now curious how this should be reflected in the minutes. Should it show the motion was carried? Should there be any sort of caveat added after?

Thanks!

Edited February 18, 2020 at 07:42 PM by geoff
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[George Mervosh]

The minutes of the meeting in question will reflect the election results for this office as well as the others, although I suppose a parenthetical note should be added that he as was absent and did not consent to his candidacy.  The reason for doing so, in my view, is based on the facts you provided and due the following rule in RONR:

" An election to an office becomes final immediately if the candidate is present and does not decline, or if he is absent but has consented to his candidacy. If he is absent and has not consented to his candidacy, the election becomes final when he is notified of his election, provided that he does not immediately decline. If he does decline, the election is incomplete, and another vote can be taken immediately or at the next meeting without further notice."  RONR (11th ed.), p. 444

At the next meeting, the results of the completed election will be entered to those minutes.

Edited February 18, 2020 at 07:47 PM by George Mervosh

[Rob Elsman]

I agree with Mr. Mervosh. I add that the secretary should have sent the winner a written notice of his election, to which he should have responded in writing that he declined the office. RONR (11th ed.), p. 459., item 5).

[Geoff Ball]

George and Rob, thank you both very much for your quick insight. I will ensure the minutes reflect that the motion was carried, but that the candidate did not consent to his candidacy.

Geoff

[Atul Kapur]

3 hours ago, Rob Elsman said:

the secretary should have sent the winner a written notice of his election

Why does it have to be in writing? The referenced portion of RONR states "To notify officers, committee members, and delegates of their election or appointment,"  I don't read in there that it has to be written.

In fact, Mr. Mervosh's quotation states that the absent member can be notified and decline in time for the election to be completed at the same meeting. This strongly implies that it does not have to be in writing, if it is all done quickly enough that the election can be completed at the same meeting.

[Rob Elsman]

Like all official acts, there should be a record that memorializes what was done in the name of, and on behalf of, the society.

[Atul Kapur]

I would think that the record of the election's completion (whether at the same meeting or the next) in the minutes would suffice.

[Rob Elsman]

The minutes do not memorialize the secretary's official act of notifying the winners of their elections.

[Richard Brown]

I agree with Dr. Kapur’s  statement that there is no rule in RONR and also no need to notify the member in writing that he has been elected. Doing so in writing may or may not be a good idea, depending on the circumstances, but there is certainly no rule requiring it.