|
CUSTOM
When an association uses Robert’s as its parliamentary authority (and most do), they should be aware that Robert’s is very strict about the use of custom. A custom cannot be in conflict with, or override, Robert’s or the association’s bylaws.
The association has to specifically authorize the use of custom, BUT it must be in line with other established procedures in the bylaws of the association. The parliamentary authority (Robert’s) and the adopted rules (your bylaws) must be followed and are clearly placed above any custom.
So, when relying on custom and doing something because you’ve done it for years, please make sure you don’t stray too far from what your own bylaws say about the matter or what Robert’s states.
August
09
PROCEDURES IN SMALL BOARDS
Although boards have very important tasks and responsibilities in an organization, some of the formality of regular meetings is not necessary for small boards (a dozen or fewer members). The rules are somewhat different for boards in the following respects:
-
Members are not required to obtain the floor before speaking or making motions.
-
Motions need not be seconded, unless it appears there is much disagreement.
-
There is no limit placed on the number of times a board member may speak on a subject.
-
Informal discussion of a subject is permitted even if there is no motion pending.
-
The president does not have to rise to put a question to a vote or to speak.
-
If custom permits, the president may make motions and may vote.
-
When a proposal is clear to all, a vote can be taken without a formal motion.
Minutes of a Board meeting are accessible only to the Board members unless the Board grants permission to the general membership to inspect them. An organization may order the Minutes of the Board be made available by a 2/3 vote at a regular meeting (or by majority vote previous notice was given).
Most boards are charged with the sensitive and confidential duties such as resolving disputes, asking for resignations, discussing budget/monetary problems, etc. Therefore, only members of the board should attend board meetings. Others may attend by invitation of the board, but are to be excused upon completion of their report.
July 09
ROLE OF DELEGATES AND ALTERNATES With Zonta District 2 Conference soon upon us, a discussion of the role of Delegates and Alternates seems to be in order. Most of our clubs send delegate(s) and alternate(s) to Conference, but often times the roles are misused. An Alternate assumes the role of Delegate if the Delegate becomes sick or is unable to attend. This is a permanent replacement. The Delegate may not return or attend a later Conference meeting and resume or assume the role. Often we see a Delegate taking a break or leaving for a short while and turning her seat over to the Alternate only to retake the seat later in the day. To repeat: If the Delegate is not present to act as Delegate at the beginning of a meeting/session and the Alternate assumes the role, the original Delegate may not assume the role when or if she comes at a later time or day.
Robert’s requires that the replacement of the Delegate is permanent for the remainder of the session (Conference). A rule change would be required to allow the Delegate to assume or resume her seat once the Alternate replaces the Delegate.
June 09 The chair (president) should try to remain impartial during voting, and normally would vote only when the vote will change the result. The chair may vote to break a tie and cause the motion to carry, or vote to make a tie and cause the motion to be defeated.
When the vote is public (show of hands, acclamation, standing, etc.) the chair would vote, if she/he chooses to do so, only AFTER the assembly has voted and after the results have been made known to the chair. The chair would not have to vote if her/his vote would not change the outcome.
If the vote is secret (ballot) the chair should vote at the same time as the members of the assembly, and cannot vote again to change the outcome.
May 09 Here are some types of votes that are used during regular business meetings in “ordinary societies”, such as ours:
MAJORITY – This means more than half of the votes cast. A majority vote does not mean more than half of the members present; but of the votes cast as some members may not wish to vote. This type of vote is used in elections and on most motions.
TWO-THIRDS – This is two-thirds of the votes cast. This type of vote is used with certain motions only. Example: An amendment to a bylaw to be voted on, provided that the proper notice was sent to the members, and only if a provision for this type of vote is contained in your bylaws.
FOUR-FIFTHS – Again, this is four-fifths of the votes cast. This is not normally used, but one instance would be if advance notice was given regarding an amendment to be voted on as mentioned in the example above, but the notice didn’t meet the required time frame, and only if a provision for this type of vote is contained in your bylaws.
UNANIMOUS – This is rarely a required vote, but would be required if there was no advance notice of an amendment to be voted on as cited in the above example, and only if a provision for this type of vote is contained in your bylaws.
GENERAL CONSENT – This is a shortcut to voting. If there seems to be general agreement among members, the president can just say, “If there are no objections, we will……….” This is a great time-saver and should be used at every opportunity; it allows for members to quickly express their opinion. If anyone objects, a vote must be taken.
Remember, always refer to your bylaws for the type and number required for voting.
April 09
We all know we need committees, but what do we really know about them and why we need them? That subject could probably fill a book, but let’s talk about one aspect of committees, and that is… their authority.
Standing committees are required in our bylaws, and special committees may be appointed to fill a particular need. Committees report to the entity which appointed it. Most committees and their duties appear in your Bylaws or Rules of Procedure, therefore, their authority comes from the members and they report to the members. If the Board appoints a committee, then the committee reports to the Board and it has only the authority that the Board gave it.
The scope of a committee’s authority is where we sometimes trip up. Let’s take this scenario as an example. Your club has a committee to plan a “member of the year” event. As part of their duties, they distribute nomination forms and they plan the publicity, meal, guest list, etc. BUT, who selects the eventual recipient of the honor? It is very important to check the wording of the duties as they appear in your rules.
If the committee is given that function, then they don’t have to bring their selection to the members, but if they are not given the authority to select the recipient, then the committee chairman must bring it to the membership for a vote.
It’s a good idea to review your Bylaws and Rules of Procedure every so often to make sure your club is functioning properly. It isn’t good enough to say, “That’s how we’ve always done it.” The important thing is, how is it supposed to be done?
March 09
What do you do if a deadline must be met or a matter of urgency must be
taken care of and you don’t have a quorum? You can take action if you
believe that it is of the utmost importance, is beneficial to the club,
and the other members would readily agree to it.
Let’s say that an agency in your area is offering your club a grant to
assist with one of your service projects, but you must submit the
request in three days. Everyone agrees that your club really needs this
money, so the members in attendance vote to submit the request.
At your next regular meeting a member who was in attendance when the
vote was taken should move to ratify the action from the previous
meeting. If the motion passes, then the action has been accepted (made
legal). If it does not pass, then the members who voted at the previous
meeting are responsible to the club for any fallout or ramifications as
a result.
This type of action should only be reserved for important emergency
situations. Don’t abuse it by using it to sneak in controversial items
that might not be favored by other members.
February 09
Whether your club uses an outside firm or you appoint your own audit committee, here is a list of things you need to provide to the auditors: Bank statements, checkbook registers, all bank books, the adopted budget, the Treasurer’s books (ledgers, accounting sheets, etc.) copies of monthly financial reports, bylaws and other rules that pertain to the Treasurer, the budget and expense approval process. Remember: Zonta bylaws do not permit members of your club board to serve on the audit committee.
January 09
Did you know that you can vote against your own motion?
Well, you can. As the maker of the motion you have the right to speak
first to make your case. Debate then takes place after the motion is
made and seconded so that speakers can try to change the members’ minds
when voting. If you change your mind after hearing the debate you can vote against your motion, but you may not speak against it. However, the person who seconded the motion may speak and vote against the motion. The purpose of a second is to ensure that a subject is placed on the floor for debate; it doesn’t mean the seconder agrees with the motion.
|
