Special Meeting for Members - Release of Petition or Written Request

[Mark Apodaca, PRP]

Is there anything in RONR covering the release of a petition or written request?  The bylaws of an organization state:

Special meetings may be called by the President or the Executive Board and shall be called upon the written request of ten members of the Association with voting rights.

The President received the written request of 10 members and notice of a special meeting has been set.  If a member or group of members request to see the written request, is the President, with or without the approval of the board, required to release the written request?

[Richard Brown]

19 minutes ago, Mark Apodaca said:

Is there anything in RONR covering the release of a petition or written request?  The bylaws of an organization state:

Special meetings may be called by the President or the Executive Board and shall be called upon the written request of ten members of the Association with voting rights.

The President received the written request of 10 members and notice of a special meeting has been set.  If a member or group of members request to see the written request, is the President, with or without the approval of the board, required to release the written request?

This is not directly addressed in RONR. However, as a record of the association, I would think that it should be in the possession of the secretary and subject to inspection by the members as with all the records of the organization. Section 47:36 does not specifically refer to the type document you are concerned with, but I think it would be included in the records of the society and should be available for inspection by the members. There might also be a state law which provides that such records shall be available for inspection if the organization is incorporated.

At a minimum, it seems that production of the document could be ordered by the assembly pursuant to a motion to do so.

[Mark Apodaca, PRP]

I would think that the President or Secretary are under no obligation to release the written statement.  The bylaws and RONR covers the notification and the notification can request that members attend the special meeting.  

What you mentioned about the records of the society can be available for inspection makes more sense.  

During the opening of the special meeting, the President will read the written request and this will give all who attend an opportunity to listen rather than a few who want to see it beforehand.

[George Mervosh]

6 minutes ago, Mark Apodaca said:

During the opening of the special meeting, the President will read the written request and this will give all who attend an opportunity to listen rather than a few who want to see it beforehand.

Yes, it's good to have it handy in case someone raises a point of order regarding the validity of the meeting.  There's no obligation to release it ahead of time as far as RONR is concerned.

Edited March 30, 2021 at 01:45 PM by George Mervosh