Rescind, Reconsider or???

[Sophie1210]

Our club has a long standing (1993) Standing Rule pertaining to how to submit a proposal to host the club's annual meeting each year. The club has three regions and the meeting rotates in the following manner among the three:

The board will consider all proposals from the designated region received on or before March 1, three years in advance of the national. If no acceptable proposals are received by that date, proposals will be considered from that region in the order they are received. After March 1, two years prior, proposals will be considered from any region in the order received. If no proposals are received by Sept 1, approximately 18 months prior to the national, the board will assume responsibility for putting on the national. All of these of the deadlines will be published in the Bulletin at the appropriate time.

The previous board which left office at the close of July 31, 2010 awarded the 2013 annual meeting to the Midwestern Region just a few days prior to the end of its term -- however 2013 is the Western Region's turn to host the meeting -- if an acceptable proposal is received within the stated guidelines.

Two board members are named in the proposal as members of the committee submitting the bid. They did not abstain from the vote.

A new board took offce on August 1. No minutes had been received of the prior meeting, however the new board did have several members who were also members of the previous board.

A club member heard via a committee member of the newly approved proposal, that the annual meeting would be held in a region different from the one that was next in the normal rotation. The member then consulted the Standing Rules because they were working on a proposal for the 2013 annual meetingTh and had planned to submit it to the new board at the Interim meeting of the Board.

The member informed the new President of the error. The President learned that no contract had been signed with the hotel in the proposal. No fundraising efforts had been started by the committee. No action had been taken by any member of the committee.

At the September teleconference meeting of the Board, the President informed the board of their error. There was no motion, there was no vote taken, but the error was discussed and one board member said they were in favor of making a motion to amend the standing rules for this one time in order to allow the approval to stand. Nothing more was discussed but the President polled the board and in the polling 7 members thought they should let the propsal that was awarded stand. One thought they should reexamine and advise the committee that they should wait and resubmit the bid after March 1, 2011 in accordance with the standing rules. The President announced that she would look into this matter further and that this item would be placed on the Interim Meeting's agenda -- which is a face to face meeting and not a teleconference.

The questions are:

1. Since some time has passed, but no action has been taken can the motion to approve the bid/proposal submitted out of rotation be considered again?

2. Should the motion be one to reconsider or rescind? Time has passed. However the new board was not aware of the prior board's error until late September and at that time no vote was taken and it was announced that the item would be placed on the Interim Meeting agenda while the new President consulted Roberts Rules of Order, researched the Standing Rule which had been called to her attention and then spoke with the head of the committee who was awarded the proposal.

Now one last item. The President has received written notice that unless the new board unanimously approves the prior board's vote and upholds the awarding of the 2013 annual meeting to the region that submitted the propsal out of turn, that the committee will withdraw the proposal in it's entirety. The President knows that there will not be a unanimous affirmative vote -- because neither she, the new secretary and two board members are in favor of this now that the rules have been made known to them.

These questions are:

1. What is the motion to either do it or accept the notice written to the president?

The rest of the story is that these same 4 people would like to offer the committee the option of just sitting tight and waiting to see if valid, acceptable propsal is submitted from another committee in the correct region, and if not, then the committee could resubmit their bid at 12:01 a.m. on March 1, 2011.

I've tried to give the entire story to help in giving us the advice we need.

As an aside, both the president and I have purchased RONR 10th edition and RONR in Brief. Both are in the process of reading and making notes.

We don't plan to let this happen again.

[Rob Elsman]

Our club has a long standing (1993) Standing Rule pertaining to how to submit a proposal to host the club's annual meeting each year. The club has three regions and the meeting rotates in the following manner among the three:

The board will consider all proposals from the designated region received on or before March 1, three years in advance of the national. If no acceptable proposals are received by that date, proposals will be considered from that region in the order they are received. After March 1, two years prior, proposals will be considered from any region in the order received. If no proposals are received by Sept 1, approximately 18 months prior to the national, the board will assume responsibility for putting on the national. All of these of the deadlines will be published in the Bulletin at the appropriate time.

The previous board which left office at the close of July 31, 2010 awarded the 2013 annual meeting to the Midwestern Region just a few days prior to the end of its term -- however 2013 is the Western Region's turn to host the meeting -- if an acceptable proposal is received within the stated guidelines.

Two board members are named in the proposal as members of the committee submitting the bid. They did not abstain from the vote.

A new board took offce on August 1. No minutes had been received of the prior meeting, however the new board did have several members who were also members of the previous board.

A club member heard via a committee member of the newly approved proposal, that the annual meeting would be held in a region different from the one that was next in the normal rotation. The member then consulted the Standing Rules because they were working on a proposal for the 2013 annual meetingTh and had planned to submit it to the new board at the Interim meeting of the Board.

The member informed the new President of the error. The President learned that no contract had been signed with the hotel in the proposal. No fundraising efforts had been started by the committee. No action had been taken by any member of the committee.

At the September teleconference meeting of the Board, the President informed the board of their error. There was no motion, there was no vote taken, but the error was discussed and one board member said they were in favor of making a motion to amend the standing rules for this one time in order to allow the approval to stand. Nothing more was discussed but the President polled the board and in the polling 7 members thought they should let the propsal that was awarded stand. One thought they should reexamine and advise the committee that they should wait and resubmit the bid after March 1, 2011 in accordance with the standing rules. The President announced that she would look into this matter further and that this item would be placed on the Interim Meeting's agenda -- which is a face to face meeting and not a teleconference.

The questions are:

1. Since some time has passed, but no action has been taken can the motion to approve the bid/proposal submitted out of rotation be considered again?

2. Should the motion be one to reconsider or rescind? Time has passed. However the new board was not aware of the prior board's error until late September and at that time no vote was taken and it was announced that the item would be placed on the Interim Meeting agenda while the new President consulted Roberts Rules of Order, researched the Standing Rule which had been called to her attention and then spoke with the head of the committee who was awarded the proposal.

Now one last item. The President has received written notice that unless the new board unanimously approves the prior board's vote and upholds the awarding of the 2013 annual meeting to the region that submitted the propsal out of turn, that the committee will withdraw the proposal in it's entirety. The President knows that there will not be a unanimous affirmative vote -- because neither she, the new secretary and two board members are in favor of this now that the rules have been made known to them.

These questions are:

1. What is the motion to either do it or accept the notice written to the president?

The rest of the story is that these same 4 people would like to offer the committee the option of just sitting tight and waiting to see if valid, acceptable propsal is submitted from another committee in the correct region, and if not, then the committee could resubmit their bid at 12:01 a.m. on March 1, 2011.

I've tried to give the entire story to help in giving us the advice we need.

As an aside, both the president and I have purchased RONR 10th edition and RONR in Brief. Both are in the process of reading and making notes.

We don't plan to let this happen again.

It is too late to reject the motion upon reconsideration. The motion might be able to be rescinded or amended, though, if the hosting region has not made arrangements that cannot be undone.

[hmtcastle]

It is too late to reject the motion upon reconsideration. The motion might be able to be rescinded or amended, though, if the hosting region has not made arrangements that cannot be undone.

I would just note that, while clicking on "Reply" captures the entire text of the post, it's possible, and frequently desirable, to edit the quoted portion down to something reasonably relevant. Admittedly it's a small point but there's no need to have to scroll through "War And Peace" twice.

For example, the following sentence hardly bears repeating (and yet here it is again!):

The member then consulted the Standing Rules because they were working on a proposal for the 2013 annual meetingTh and had planned to submit it to the new board at the Interim meeting of the Board.

And, just to be clear, this is not to suggest that the original poster did not think every detail was important.

[Rob Elsman]

I would just note that, while clicking on "Reply" captures the entire text of the post, it's possible, and frequently desirable, to edit the quoted portion down to something reasonably relevant. Admittedly it's a small point but there's no need to have to scroll through "War And Peace" twice.

For example, the following sentence hardly bears repeating (and yet here it is again!):

The member then consulted the Standing Rules because they were working on a proposal for the 2013 annual meetingTh and had planned to submit it to the new board at the Interim meeting of the Board.

And, just to be clear, this is not to suggest that the original poster did not think every detail was important.

I'll pass, thanks.

[hmtcastle]

I'll pass.

I suspected you might but, as they say, noting ventured, nothing gained.