Parliamentary Procedure - questions and advice

A quorum is what your bylaws makes it.  We currently have 25% as our quorum because, due to large distances of travel (sometimes over 30 miles) for our members (we meet about the center of that), not all can attend.  We also have a bylaw and procedure to outline how we can do telephonic or on-line (email) voting in times we don't meet (e.g., we had to cancel a couple of meetings in the last couple of years due to weather and other circumstances).  If you have 50%, yep you need 1/2 + 1 member.  Otherwise, we have rules about items that require 50%, 3/4, 2/3, etc.

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Ann M. Piraino, CAP, CRC
Retired - Professional-Merited Member
Mount Rainier Chapter R&B Chair
Mount Rainier Chapter Parliamentary Advisor


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Show Original Message -------------------------------------------
Original Message:
Sent: 05-20-2013 12:36:59 PM
From: Patti Speer
Subject: Quorum Question

Thank you for providing this information.  I will need to dig through my bins to find where I put my Robert's Rule!  I typically have it with me at work but after the move I haven't located everything yet...


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Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



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Original Message:
Sent: 05-17-2013 04:47:09 PM
From: Patti Speer
Subject: Quorum Question

A quorum question came up today that I was pretty sure I knew the answer to, but then wasn't 100% sure.  We have a committee that currently has 20 members, so 11 is needed for a quorum.  Often we have a quorum when the meeting is called to order, but during the meeting we drop to below 11.  Since we had a quorum when the meeting was called to order (or roll was called), is the committee still considered to be in compliance and can continue with business and motions? 

If the answer is no, can you point me to the section in Robert's Rules that speaks to that issue?

Thank you for your help!


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Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



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Patti, exactly as Joyce indicated (of course! She's such a parliamentary guru!), but just a reminder that parliamentary rules are different for conventions / mass assemblies than standard meetings.

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Marie Herman CAP-OM
2012-2013 President, Illinois Division
Two Rivers Chapter, Naperville, IL


(MOE 2008-2012)
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Show Original Message -------------------------------------------
Original Message:
Sent: 05-20-2013 12:36:59 PM
From: Patti Speer
Subject: Quorum Question

Thank you for providing this information.  I will need to dig through my bins to find where I put my Robert's Rule!  I typically have it with me at work but after the move I haven't located everything yet...


-------------------------------------------

Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



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-------------------------------------------
Original Message:
Sent: 05-17-2013 04:47:09 PM
From: Patti Speer
Subject: Quorum Question

A quorum question came up today that I was pretty sure I knew the answer to, but then wasn't 100% sure.  We have a committee that currently has 20 members, so 11 is needed for a quorum.  Often we have a quorum when the meeting is called to order, but during the meeting we drop to below 11.  Since we had a quorum when the meeting was called to order (or roll was called), is the committee still considered to be in compliance and can continue with business and motions? 

If the answer is no, can you point me to the section in Robert's Rules that speaks to that issue?

Thank you for your help!


-------------------------------------------

Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



-------------------------------------------

Thank you for providing this information.  I will need to dig through my bins to find where I put my Robert's Rule!  I typically have it with me at work but after the move I haven't located everything yet...


-------------------------------------------

Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



-------------------------------------------






Show Original Message -------------------------------------------
Original Message:
Sent: 05-17-2013 04:47:09 PM
From: Patti Speer
Subject: Quorum Question

A quorum question came up today that I was pretty sure I knew the answer to, but then wasn't 100% sure.  We have a committee that currently has 20 members, so 11 is needed for a quorum.  Often we have a quorum when the meeting is called to order, but during the meeting we drop to below 11.  Since we had a quorum when the meeting was called to order (or roll was called), is the committee still considered to be in compliance and can continue with business and motions? 

If the answer is no, can you point me to the section in Robert's Rules that speaks to that issue?

Thank you for your help!


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Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



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Patti,

RONR 11th Edition, page 349, second paragraph.

"When the chair has called a meeting to order after finding that a quorum is present, the continued presence of a quorum is presumed unless the chair or a member notices that a quorum is no longer present. If the chair notices the absence of a quorum, it is his duty to declare the fact, at least before taking any vote or stating the question on any new motion--which he can no longer do except in connection with the permissible proceedings related to the absence of a quorum, as explained above."

There's more the the section entitled "Manner of Enforcing the Quorum Requirement."

There are some exceptions regarding vital business that must be acted on if a quorum is not present but that's a different part of the book.

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C. Joyce Hawkins CAP-OM

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Show Original Message -------------------------------------------
Original Message:
Sent: 05-17-2013 04:47:09 PM
From: Patti Speer
Subject: Quorum Question

A quorum question came up today that I was pretty sure I knew the answer to, but then wasn't 100% sure.  We have a committee that currently has 20 members, so 11 is needed for a quorum.  Often we have a quorum when the meeting is called to order, but during the meeting we drop to below 11.  Since we had a quorum when the meeting was called to order (or roll was called), is the committee still considered to be in compliance and can continue with business and motions? 

If the answer is no, can you point me to the section in Robert's Rules that speaks to that issue?

Thank you for your help!


-------------------------------------------

Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



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Thank you for your input and great ideas! I would imagine that attendees
had no problem remembering the details from such fun and creative 
presentations. We'll have to look into trying something list this for next
year.
Aloha and best regards,
~nora
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Nora Onishi, CAP
Hawaii Chapter, Hawaii Division
Executive Assistant - Legal Affairs/Operations
Hawaiian Airlines, Inc. - Honolulu, Hawaii
Member of Excellence: 2008-2009; 2009-2010; 2010-2011

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Show Original Message -------------------------------------------
Original Message:
Sent: 05-17-2013 02:16:35 PM
From: C. Joyce Hawkins
Subject: First Timers Orientation

Our division is a little crazy and I guess I take credit for that. When we started doing First Timer sessions at our annual meeting I was asked to create the first one. I had never attended one at international because I was a "many timer" before they started those sessions. I did ask members who attended what was covered.

Our very first session was a panel of M&M characters (our theme that year was Missouri in Motion) and I served as moderator. The division officers were dressed as the M&M characters (four officers) and each had a specific area of the meeting to cover. At that time we also included information about the offices but dropped that a few years ago as our members should have received that information elsewhere and wasn't really a part of the annual meeting.

The tradition was apparently set and each year it is a skit of some sort. I've participated in a few and written two. The last one I created was a few years ago and it was "First's Adventure in Missouriland" and involved the "Alice In Wonderland" characters.

I have not attended any recent ones but I believe last year's theme had something to do with a patriotic theme. I've seen pictures which included Uncle Sam and the Statue of Liberty.

My only suggestion is you make it interesting and cover the events taking place during the weekend. We all tend to have our eyes glaze over when we look at too many PowerPoint slides, not that they can't be fun.

I'm the one with the wacky ideas and I always look for fun ways to share information.

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C. Joyce Hawkins CAP-OM

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Original Message:
Sent: 05-16-2013 03:27:15 PM
From: Nora Onishi
Subject: First Timers Orientation

This message has been cross posted to the following eGroups: Parliamentary Procedure - questions and advice and General IAAP Discussion .
-------------------------------------------
Aloha ~
Does anyone have a script for a division annual meeting First Timers Orientation that they could share with me? If you do, please forward to nyo-rmo@msn.com. Our DAM is this weekend and this was just assigned to me. Any help, guidance you can provide will be much appreciated.
I am also looking for a copy of the Parliamentary Procedures Reference Sheet that is usually given to EFAM delegates. Kindly share a copy with me if you have one.

Mahalo and have a wonderful day!

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Nora Onishi, CAP
Hawaii Chapter, Hawaii Division
Executive Assistant - Legal Affairs/Operations
Hawaiian Airlines, Inc. - Honolulu, Hawaii
Member of Excellence: 2008-2009; 2009-2010; 2010-2011

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Rose,
I felt that would be true, but then I was thinking about EFAM.  Credentials reports on delegates who have registered, but there is no guarantee they attend the business session.  So hypothetically, if a majority of the delegates "skipped" the business session, then we would not be able to conduct the business? 

And yes, I recommended to the chairman that the more important items be moved to the top of the agenda.

thanks for your input.

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Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



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Show Original Message -------------------------------------------
Original Message:
Sent: 05-17-2013 04:47:09 PM
From: Patti Speer
Subject: Quorum Question

A quorum question came up today that I was pretty sure I knew the answer to, but then wasn't 100% sure.  We have a committee that currently has 20 members, so 11 is needed for a quorum.  Often we have a quorum when the meeting is called to order, but during the meeting we drop to below 11.  Since we had a quorum when the meeting was called to order (or roll was called), is the committee still considered to be in compliance and can continue with business and motions? 

If the answer is no, can you point me to the section in Robert's Rules that speaks to that issue?

Thank you for your help!


-------------------------------------------

Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



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There is a section in Roberts Rules of Order which specifically addresses the topic of a Quorum--and the implication in the wording is that the number of people set by your bylaws as your quorum then needs to be present AT THE TIME the business is being conducted. 

The remedy is to consider changing to a lower quorum (i.e. 1/4 rather than 1/2), having shorter more frequent meetings so that people will stay for the full meeting, or discussing the more critical items at the beginning of your meeting before people start to drift away.      

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Rose Staples, CAP-OM
Executive Assistant
HDR Engineering, Inc.
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Show Original Message -------------------------------------------
Original Message:
Sent: 05-17-2013 04:47:09 PM
From: Patti Speer
Subject: Quorum Question

A quorum question came up today that I was pretty sure I knew the answer to, but then wasn't 100% sure.  We have a committee that currently has 20 members, so 11 is needed for a quorum.  Often we have a quorum when the meeting is called to order, but during the meeting we drop to below 11.  Since we had a quorum when the meeting was called to order (or roll was called), is the committee still considered to be in compliance and can continue with business and motions? 

If the answer is no, can you point me to the section in Robert's Rules that speaks to that issue?

Thank you for your help!


-------------------------------------------

Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



-------------------------------------------

A quorum question came up today that I was pretty sure I knew the answer to, but then wasn't 100% sure.  We have a committee that currently has 20 members, so 11 is needed for a quorum.  Often we have a quorum when the meeting is called to order, but during the meeting we drop to below 11.  Since we had a quorum when the meeting was called to order (or roll was called), is the committee still considered to be in compliance and can continue with business and motions? 

If the answer is no, can you point me to the section in Robert's Rules that speaks to that issue?

Thank you for your help!


-------------------------------------------

Patti Speer
Executive Assistant to the President
Las Vegas Metro Chamber of Commerce
Las Vegas, NV



-------------------------------------------

Our division is a little crazy and I guess I take credit for that. When we started doing First Timer sessions at our annual meeting I was asked to create the first one. I had never attended one at international because I was a "many timer" before they started those sessions. I did ask members who attended what was covered.

Our very first session was a panel of M&M characters (our theme that year was Missouri in Motion) and I served as moderator. The division officers were dressed as the M&M characters (four officers) and each had a specific area of the meeting to cover. At that time we also included information about the offices but dropped that a few years ago as our members should have received that information elsewhere and wasn't really a part of the annual meeting.

The tradition was apparently set and each year it is a skit of some sort. I've participated in a few and written two. The last one I created was a few years ago and it was "First's Adventure in Missouriland" and involved the "Alice In Wonderland" characters.

I have not attended any recent ones but I believe last year's theme had something to do with a patriotic theme. I've seen pictures which included Uncle Sam and the Statue of Liberty.

My only suggestion is you make it interesting and cover the events taking place during the weekend. We all tend to have our eyes glaze over when we look at too many PowerPoint slides, not that they can't be fun.

I'm the one with the wacky ideas and I always look for fun ways to share information.

-------------------------------------------
C. Joyce Hawkins CAP-OM

-------------------------------------------






Show Original Message -------------------------------------------
Original Message:
Sent: 05-16-2013 03:27:15 PM
From: Nora Onishi
Subject: First Timers Orientation

This message has been cross posted to the following eGroups: Parliamentary Procedure - questions and advice and General IAAP Discussion .
-------------------------------------------
Aloha ~
Does anyone have a script for a division annual meeting First Timers Orientation that they could share with me? If you do, please forward to nyo-rmo@msn.com. Our DAM is this weekend and this was just assigned to me. Any help, guidance you can provide will be much appreciated.
I am also looking for a copy of the Parliamentary Procedures Reference Sheet that is usually given to EFAM delegates. Kindly share a copy with me if you have one.

Mahalo and have a wonderful day!

-------------------------------------------
Nora Onishi, CAP
Hawaii Chapter, Hawaii Division
Executive Assistant - Legal Affairs/Operations
Hawaiian Airlines, Inc. - Honolulu, Hawaii
Member of Excellence: 2008-2009; 2009-2010; 2010-2011

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Thank you very much, Sharon! I did receive your document and can't tell you how much I appreciate your sharing it with me. It will certainly help me to put together a presentation for Saturday morning. 
Mahalo and warmest aloha,
~nora

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Nora Onishi, CAP
Hawaii Chapter, Hawaii Division
Executive Assistant - Legal Affairs/Operations
Hawaiian Airlines, Inc. - Honolulu, Hawaii
Member of Excellence: 2008-2009; 2009-2010; 2010-2011

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Show Original Message -------------------------------------------
Original Message:
Sent: 05-17-2013 07:08:51 AM
From: Sharon Taylor
Subject: First Timers Orientation

Good morning Nora.

I sent a document to your personal email account.

It does include delegate information. Let me know if you have any questions.

Best wishes for a wonderful annual meeting.

Sharon

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Sharon Taylor, CAP
2010-2011 Kansas Division President

Project Coordinator

Kansas University Hospital Authority

Mission, KS



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-------------------------------------------
Original Message:
Sent: 05-16-2013 03:27:15 PM
From: Nora Onishi
Subject: First Timers Orientation

This message has been cross posted to the following eGroups: Parliamentary Procedure - questions and advice and General IAAP Discussion .
-------------------------------------------
Aloha ~
Does anyone have a script for a division annual meeting First Timers Orientation that they could share with me? If you do, please forward to nyo-rmo@msn.com. Our DAM is this weekend and this was just assigned to me. Any help, guidance you can provide will be much appreciated.
I am also looking for a copy of the Parliamentary Procedures Reference Sheet that is usually given to EFAM delegates. Kindly share a copy with me if you have one.

Mahalo and have a wonderful day!

-------------------------------------------
Nora Onishi, CAP
Hawaii Chapter, Hawaii Division
Executive Assistant - Legal Affairs/Operations
Hawaiian Airlines, Inc. - Honolulu, Hawaii
Member of Excellence: 2008-2009; 2009-2010; 2010-2011

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