Videotaping committee meetings

[Guest Gerrold]

We have amended our bylaws to permit electronic meetings. Recently I was in a committee meeting being held via Zoom and the chair said the meeting would be taped for "transparency" reasons. The majority agreed so she taped the meeting. I believe that violates the spirit of Robert's Rules which says that while committees can invite guest speakers, etc., only committee members can be present during deliberations. That implies to me that videotaping is probably not acceptable even with majority approval.

Am I thinking about this correctly?

[Josh Martin]

10 minutes ago, Guest Gerrold said:

We have amended our bylaws to permit electronic meetings. Recently I was in a committee meeting being held via Zoom and the chair said the meeting would be taped for "transparency" reasons. The majority agreed so she taped the meeting. I believe that violates the spirit of Robert's Rules which says that while committees can invite guest speakers, etc., only committee members can be present during deliberations. That implies to me that videotaping is probably not acceptable even with majority approval.

Am I thinking about this correctly?

No. The committee is free to order that its meetings be recorded if it wishes to do so.

I would further clarify that your premise is somewhat flawed, as you seem to be under the impression that the committee could not invite nonmembers to be present during its deliberations. While only members of the committee have a right to be present during the committee's deliberations, the committee could choose to invite nonmembers to be present during its meetings if it wishes to do so, or the parent assembly could order the committee to do so. While the rule in question perhaps assumes that a committee will wish for its deliberations to be private, it does not require it. The controlling rule is found in RONR (12th ed.) 9:28, which clarifies that an assembly or committee is free to determine whether or not nonmembers may be present, assuming there is no superior rule to the contrary.

"An ordinary standing rule, as the term is used in this book, is a rule that does not relate to parliamentary procedure as such and refers, for example, to such matters as the use of recording devices at meetings (see 2:23)." RONR (12th ed.) 25:15

"When a committee is to make substantive recommendations or decisions on an important matter, it should give members of the society an opportunity to appear before it and present their views on the subject at a time scheduled by the committee. Such a meeting is usually called a hearing. During actual deliberations of the committee, only committee members have the right to be present." RONR (12th ed.) 50:27

"A deliberative assembly or committee is normally entitled to determine whether nonmembers may attend or be excluded from its meetings (even when not in executive session)." RONR (12th ed.) 9:28

Edited February 12, 2021 at 02:18 PM by Josh Martin

[Richard Brown]

8 minutes ago, Guest Gerrold said:

We have amended our bylaws to permit electronic meetings. Recently I was in a committee meeting being held via Zoom and the chair said the meeting would be taped for "transparency" reasons. The majority agreed so she taped the meeting. I believe that violates the spirit of Robert's Rules which says that while committees can invite guest speakers, etc., only committee members can be present during deliberations. That implies to me that videotaping is probably not acceptable even with majority approval.

Am I thinking about this correctly?

No. But I see Josh Martin posted his answer just as I started typing this one. Having read his excellent answer, I agree with it completely.

[Guest Gerrold]

I really appreciate your speedy replies. You've persuaded me. Thanks again.

[J. J.]

2 hours ago, Richard Brown said:

No. But I see Josh Martin posted his answer just as I started typing this one. Having read his excellent answer, I agree with it completely.

As do I.