Motions via Email among Board Members (between monthly meetings)

[Jeff Y]

Our Board meets monthly, and a practice has recently started where a Board member (not the Chair) will send an email to other Board members, indicating that they want to make a motion for the Board to act upon.

If I understand correctly, the Chair then initiates the introduction of this motion by email to all Board members, requesting the seconding of the motion. Should a second be received, a request for a vote by all Board members is sent by the Chair.

Per our by-laws, if a quorum of Board members respond to the email thread, it is considered to be a valid vote.

Are there any time limits upon either how long after the initial motion, a seconding of the motion can be received? Must is occur X # of days before/after a formal monthly Board meeting?

ANY other helpful suggestions on conducting or improving these processes would be genuinely and gratefully appreciated!

Thanks!

[Atul Kapur]

This is completely outside of RONR, which says that "A group that attempts to conduct the deliberative process in writing—such as by postal mail, electronic mail (e-mail), or facsimile transmission (fax)—does not constitute a deliberative assembly." (12th ed.) 1:1 footnote 1 (emphasis added).

So your organization will need to develop and adopt any particular rules around this practice, including the details that you ask about.