Parliamentary Procedure Q&A

Q: Our league president wants to build a press box above our concessions stand, but the board is split on the subject. At the last board meeting he asked for a show of hands on whether to continue with plans. He was given the OK to continue with planning, but not construction. The president, one week before the next board meeting, telephoned board members asking for their vote on construction. Having said he received enough votes, he started construction of the press box. Our board meeting is one week away. I am on the board and opposed to this press box. I was never called. Is the vote legal? What can we do? - Anon., Sep. 29, 1998

A: Because I'm not a lawyer, I cannot speak to the legality of what happened. I will only address procedure.

First, a board can only conduct business during a regular or properly called meeting, or an adjourned meeting, at which a quorum is present. All board members must know when and where their meetings are.

If, in an emergency, an action is approved by a poll of the board, in person or by telephone, then that action must be ratified at the next board meeting. If it is not ratified, you may want to consult with a lawyer as to whether your organization is liable for any contracts signed and monies spent. You may also want to consider disciplinary action, including removal from office, suspension, removal from membership, or censure.

Just to make it clear: there was no vote taken; only a poll. (RONR pp. 476-477.)

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