Reports at a meeting without a quorum

[laser158689]

Our by-law prescribed Order of Business includes various reports prior to actionable items, such as elections.

If we do not have a quorum, should the reports be presented?  Would the presentation of a report be noted in the Minutes?

[Richard Brown]

On 9/20/2022 at 8:18 AM, laser158689 said:

Our by-law prescribed Order of Business includes various reports prior to actionable items, such as elections.

If we do not have a quorum, should the reports be presented?  Would the presentation of a report be noted in the Minutes?

Presenting Reports is technically considered doing business and should not be done in the absence of a quorum.

[Gary Novosielski]

On 9/20/2022 at 9:18 AM, laser158689 said:

Our by-law prescribed Order of Business includes various reports prior to actionable items, such as elections.

If we do not have a quorum, should the reports be presented?  Would the presentation of a report be noted in the Minutes?

It should not be noted in the minutes because it should not be done; it is not in order without a quorum present.

[Dan Honemann]

On 9/20/2022 at 2:04 PM, Gary Novosielski said:

It should not be noted in the minutes because it should not be done; it is not in order without a quorum present.

But the minutes should reflect what is done at an inquorate meeting, even if what is done is something that should not have been done.

[laser158689]

So, don't do it,  but if you do do it, put it in the minutes?  😆

Thank you all!

[Joshua Katz]

On 9/20/2022 at 4:30 PM, laser158689 said:

So, don't do it,  but if you do do it, put it in the minutes?  😆

 

Well, this would apply to the conduct of any business, not to discussion. I don't think (although others may disagree) that a verbal report, with no business, needs to be recorded in the minutes in any event.

[Atul Kapur]

On 9/20/2022 at 5:30 PM, laser158689 said:

So, don't do it,  but if you do do it, put it in the minutes?  😆

Taking action without a quorum is an error.

Taking action but not recording it in the minutes is a different error. 

The two errors do not cancel each other out. 

 

[Josh Martin]

On 9/20/2022 at 4:56 PM, Joshua Katz said:

Well, this would apply to the conduct of any business, not to discussion. I don't think (although others may disagree) that a verbal report, with no business, needs to be recorded in the minutes in any event.

Setting aside the quorum issue, the minutes are supposed to include the fact that a report for information only is received and placed on file, but nothing further is to be included. An example is included in RONR's sample minutes.

"The report of the Program Committee was received and placed on file." RONR (12th ed.) 48:8

[Joshua Katz]

Yes, but has a verbal report for information only, "presented" at an inquorate meeting, been received and placed on file?

[Dan Honemann]

On 9/21/2022 at 8:50 AM, Joshua Katz said:

Yes, but has a verbal report for information only, "presented" at an inquorate meeting, been received and placed on file?

When you look back at the facts presented, what leads you to believe that we are dealing with "a verbal report for information only"?

[Joshua Katz]

I'm not sure we are or aren't, but I commented only on that case.

[Dan Honemann]

On 9/21/2022 at 9:24 AM, Joshua Katz said:

I'm not sure we are or aren't, but I commented only on that case.

But when you look at the facts as presented, there is certainly no reason to assume that we are dealing with "a verbal report for information only", especially when, as far as the rules in RONR are concerned, even reports for information only should be in writing.

[Josh Martin]

On 9/21/2022 at 7:50 AM, Joshua Katz said:

Yes, but has a verbal report for information only, "presented" at an inquorate meeting, been received and placed on file?

There is no such thing as a "verbal report for information only" in RONR, so such a "report" has not been received whether or not the meeting has a quorum. Reports may only be presented orally in RONR in very limited circumstances, and a report for information only is not one of them.