Bylaws, accepting reports

[Guest ROL]

Our organization's bylaws call for an oral reading of some standard reports during the general business meeting which is long, tedious and inefficient.   In the upcoming meeting we're voting on new bylaws which would do away with that.  

In the meantime, at this same meeting, we would typically start with the reading and approval of minutes and reports.  Would there be an acceptable way of approving the minutes and reports as distributed (electronically?  Ideas I've had:

1.  Moving the new business (approving the new bylaws) to the beginning of the agenda.  If the new bylaws are approved then we would not longer be obligated to comply by reading the reports.

2.  Would it "work" to have someone motion that the reports may be accepted as distributed rather than read, and then actually vote on accepting the reports themselves?

Thanks.

[Joshua Katz]

Without looking at the language of the current requirement, I can't answer 2. However, why not postpone consideratin of these items when they come up until after consideration of the bylaw proposal? Then, if it passes, you can consider them without reading them out.

[Rob Elsman]

I suspect there is something wrong with the composition of the minutes and reports more than anything wrong with the order of business.

[Josh Martin]

On 2/27/2024 at 7:17 PM, Guest ROL said:

In the meantime, at this same meeting, we would typically start with the reading and approval of minutes and reports.  Would there be an acceptable way of approving the minutes and reports as distributed

Is there a rule requiring orally reading the minutes as well? If not, if the minutes have been distributed in advance, they need not be read prior to approval, unless a member requests it.

On 2/27/2024 at 7:17 PM, Guest ROL said:

1.  Moving the new business (approving the new bylaws) to the beginning of the agenda.  If the new bylaws are approved then we would not longer be obligated to comply by reading the reports.

Yes, that would work.

I don't know what else is one the agenda, however, so I'm not sure if that will have unintended consequences. Moving the reports until after the approval of the bylaws would be another option.

On 2/27/2024 at 7:17 PM, Guest ROL said:

Would it "work" to have someone motion that the reports may be accepted as distributed rather than read

Yes, I think so. It seems to me a rule requiring that informational reports be orally read is in the nature of a rule of order, and may be suspended by a 2/3 vote.

On 2/27/2024 at 7:17 PM, Guest ROL said:

and then actually vote on accepting the reports themselves?

You shouldn't be accepting reports for information only. They're simply received and placed on file. No need for a vote. You can save even more time.

"A common error is to move that a report “be received” after it has been read—apparently on the supposition that such a motion is necessary in order for the report to be taken under consideration or to be recorded as having been made. In fact, this motion is meaningless and is therefore not in order, since the report has already been received. Even before a report has been read, a motion to receive it is unnecessary if the time for its reception is established by the order of business, or if no member objects (see also below).

Another error—less common, but dangerous—is to move, after the report has been read (or even before the reading), that it “be accepted,” when the actual intent is that of the mistaken motion to receive, as just explained, or of a legitimate motion to receive made before the report is read. If a motion “to accept” made under any of these circumstances is adopted and is given its proper interpretation, it implies that the assembly has endorsed the complete report." RONR (12th ed.) 51:15-16

"Even if a report contains only an account of work done or a statement of fact or opinion for the assembly's information, it should be in writing. Apart from filing such a report, however, no action on it is necessary and usually none should be taken. (See also Motion to Adopt an Entire Report, 51:13, and Conditions for Amendment of a Report by the Assembly Before Its Adoption, 51:19.)" RONR (12th ed.) 51:53

Edited February 28, 2024 at 05:25 PM by Josh Martin