Guest Anne Love Posted July 30, 2023 at 03:02 PM Report Share Posted July 30, 2023 at 03:02 PM During an annual meeting of the membership, if a member presents a letter does it have to be accepted into record? Quote Link to comment Share on other sites More sharing options...
puzzling Posted July 30, 2023 at 03:06 PM Report Share Posted July 30, 2023 at 03:06 PM No, but a majority can decide that it will be included in the minutes. If it was you who wanted to do this : the proper way is to make a main motion or resolution, theyare always included in the minutes Quote Link to comment Share on other sites More sharing options...
Atul Kapur Posted July 30, 2023 at 06:38 PM Report Share Posted July 30, 2023 at 06:38 PM On 7/30/2023 at 11:06 AM, puzzling said: the proper way is to make a main motion or resolution, theyare always included in the minutes Unless it is withdrawn, in which case it is usually not included. See 48:4(6) Quote Link to comment Share on other sites More sharing options...
Josh Martin Posted July 30, 2023 at 08:24 PM Report Share Posted July 30, 2023 at 08:24 PM On 7/30/2023 at 10:02 AM, Guest Anne Love said: During an annual meeting of the membership, if a member presents a letter does it have to be accepted into record? To the extent that the "record" refers to the minutes, the letter does not (and should not) be included in the minutes, which are a record of what was done, not what was said. To the extent that the "record" refers to something else, you will have to refer to your own rules concerning that record. On 7/30/2023 at 10:06 AM, puzzling said: No, but a majority can decide that it will be included in the minutes. While I concur that the assembly may, if it wishes, order this letter to be included in the minutes, I would suggest that generally this should not be done. On 7/30/2023 at 10:06 AM, puzzling said: If it was you who wanted to do this : the proper way is to make a main motion or resolution, theyare always included in the minutes I suppose this is correct, but without knowing the contents of the letter, I don't know whether it is possible (or desirable) to reword the letter in such a manner that it can be appropriately cast in the form of a resolution. I would note that any main motion or resolution is a proposal for action by the assembly, which will ultimately be voted on by the assembly. Quote Link to comment Share on other sites More sharing options...
rulesasker Posted July 30, 2023 at 10:46 PM Report Share Posted July 30, 2023 at 10:46 PM (edited) On 7/30/2023 at 3:24 PM, Josh Martin said: On 7/30/2023 at 10:06 AM, puzzling said: If it was you who wanted to do this : the proper way is to make a main motion or resolution, theyare always included in the minutes I suppose this is correct, but without knowing the contents of the letter, I don't know whether it is possible (or desirable) to reword the letter in such a manner that it can be appropriately cast in the form of a resolution. I would note that any main motion or resolution is a proposal for action by the assembly, which will ultimately be voted on by the assembly. I think the "proper way" is for the assembly to simply adopt a motion directing the letter to be included in the minutes, as allowed in 48:3. Rephrasing it as a resolution could have the unintended effect of anything in the letter looking like an action being approved by the assembly. I have seen this worded as a motion that a letter be "spread upon the minutes," specifically where a society wanted to allow a minority to memorialize their opposition to an action. Edited July 30, 2023 at 11:05 PM by rulesasker Quote Link to comment Share on other sites More sharing options...
Gary Novosielski Posted July 31, 2023 at 04:11 AM Report Share Posted July 31, 2023 at 04:11 AM On 7/30/2023 at 6:46 PM, rulesasker said: I think the "proper way" is for the assembly to simply adopt a motion directing the letter to be included in the minutes, as allowed in 48:3. I'd agree, with one amendment: Strike adopt and insert reject. 🙂 Quote Link to comment Share on other sites More sharing options...
puzzling Posted July 31, 2023 at 09:39 AM Report Share Posted July 31, 2023 at 09:39 AM Wording the letter as a motion has the advantage that the writer at least needs to think about what he wants the meeting to do or decide. (Where the meeting can agree or disagree with as it sees fit) So intead of only giving reasons the maker also needs to think about what he wants to happen. Quote Link to comment Share on other sites More sharing options...
Josh Martin Posted July 31, 2023 at 11:08 AM Report Share Posted July 31, 2023 at 11:08 AM On 7/31/2023 at 4:39 AM, puzzling said: Wording the letter as a motion has the advantage that the writer at least needs to think about what he wants the meeting to do or decide. (Where the meeting can agree or disagree with as it sees fit) So intead of only giving reasons the maker also needs to think about what he wants to happen. Assuming the member actually wants the meeting to "do or decide" something, I concur that the best course of action is for the member to make a motion or resolution capturing that (whether that is a new motion or a rewrite of the letter). Quote Link to comment Share on other sites More sharing options...
J. J. Posted July 31, 2023 at 11:55 AM Report Share Posted July 31, 2023 at 11:55 AM On 7/31/2023 at 7:08 AM, Josh Martin said: Assuming the member actually wants the meeting to "do or decide" something, I concur that the best course of action is for the member to make a motion or resolution capturing that (whether that is a new motion or a rewrite of the letter). Agreeing, I will note that correspondence from a member would be subject to Objection to the Consideration of a Question (26:2(2) in all cases. Incidental main motions (IMM) are not subject to OTCQ. A letter proposing an IMM could be subject to OTCQ, so a letter may limit some options. Quote Link to comment Share on other sites More sharing options...
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