Amend a Motion

[Guest sedonaboots]

A motion was passed at an annual meeting by members of a church congregation on 11/21/2010. The last line/paragraph reads: "Total expense of project not to exceed $300.00"

Reimbursement check for materials/labor presented to church council vice president for signature. Check in amount of $322.56 (in excess of $300 limit). Vice president refused to sign. Subject will be presented at upcoming Church Council meeting (conducted under Roberts Rules of Order)and Church Treasurer will request Motion be changed to accomodate the additional expenses involved in completing the Motion (purchasing blocks for retaining wall).

How can original motion be changed to accomodate this revised expense???

Is Church Council able to make change to a Annual Voters Meeting motion voted and passed by all members of congregation present??

Must this change be announced to congregation in advance of any change?

Must this change be presented before a Special Voters Meeting of the congregation??

Please respond asap as council meeting is Thurs. 12/16/2010.

Thanks

[Rob Elsman]

A motion was passed at an annual meeting by members of a church congregation on 11/21/2010. The last line/paragraph reads: "Total expense of project not to exceed $300.00"

Reimbursement check for materials/labor presented to church council vice president for signature. Check in amount of $322.56 (in excess of $300 limit). Vice president refused to sign. Subject will be presented at upcoming Church Council meeting (conducted under Roberts Rules of Order)and Church Treasurer will request Motion be changed to accomodate the additional expenses involved in completing the Motion (purchasing blocks for retaining wall).

How can original motion be changed to accomodate this revised expense???

Is Church Council able to make change to a Annual Voters Meeting motion voted and passed by all members of congregation present??

Must this change be announced to congregation in advance of any change?

Must this change be presented before a Special Voters Meeting of the congregation??

Please respond asap as council meeting is Thurs. 12/16/2010.

Thanks

The general congregational assembly is the proper body to amend what was previously decided. See RONR, Off. Interp. 2006-12 at the Robert's Rules of Order website, www.robertsrules.com.

[tctheatc]

You want to amend in one assembly (church council) what another assembly (congregation's annual meeting) did. You don't want to go down that road.

I'll give you a simple, practical solution although not what you were looking for. Cut a check for 300 bucks as that's what the congregation approved. You mention it's a reimbursement so I gather it's like most small churches in that people pony up the dough for their church and get paid back later. Whoever spent the extra $22.56 can consider it a donation, or deduct that amount from what he normally gives to the offertory. I'm figuring if he's willing to pony up that scratch he's a regular contributor. Seriously, that's what I'd do.

But as far as proper procedure, just like Rob Elsman said, the general assembly made the call so they're the one to revisit it.

[monty]

The general congregational assembly is the proper body to amend what was previously decided. See RONR, Off. Interp. 2006-12 at the Robert's Rules of Order website, www.robertsrules.com.

What if the church's Bylaws have a provision that authorizes the council to conduct all matters of business between congregational meetings, or a similar provision?

[Josh Martin]

What if the church's Bylaws have a provision that authorizes the council to conduct all matters of business between congregational meetings, or a similar provision?

That doesn't cut it. Such a provision doesn't allow the council to override a motion adopted by the congregation. See Official Interpretation 2006-12 again, and pay particular attention to the first sentence of the question.

Only the congregation may amend the motion. The appropriate tool is the motion to Amend Something Previously Adopted, which requires a 2/3 vote, vote of a majority of the entire membership, or majority vote with previous notice. One way to give previous notice is to include it in the call of the meeting, and since you were talking about calling a special meeting (make sure you follow the procedures in your Bylaws for calling one), that sounds like the best option.

[tctheatc]

....which seems like a big hubbub for $22.56. Just sayin'...