Special meeting prematurely called

[Scott Fischer]

General question: Is it improper if a special meeting is called, with proper notice given and subject matter to be brought up clearly described, but the conditions upon which the subject of the meeting is predicated have not yet occurred when the call is sent but will have occurred by the time of the meeting.

For example, a board calls a special meeting to appoint a committee to fill a vacancy as authorized by the bylaws. The resignation has not been tendered as of the call but the intent has been communicated and is expected by the time the meeting is held.

My feeling is that there would be nothing wrong with this because if the resignation does not occur then when the meeting is called to order you acknowledge that the purpose for which the meeting was called does not exist and adjourn.

[Atul Kapur]

Sure, you're calling a special meeting to fill an anticipated vacancy. I don't see a problem with that.

Unless your organization has a special rule on resignations, RONR requires resignations to be accepted. So it is more common to see special meetings called too decide on the acceptance of a resignation and to fill any resulting vacancy(ies).