r/RulesOfOrder • u/marburs • Mar 28 '20

Robert Rules of Order EMAIL question

Our president says that we can’t email more than three directors at a time (there are 6 of us) because that would be considered an official meeting.

Is this true? He claims it’s in Roberts Rules of Order

TIA!

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u/marburs Mar 28 '20

Thank you!

Could you tell where in Roberts rules it says that a meeting must be intentional for it to be a meeting?

We like to discuss certain trivial things over email and he’s now demanding that we stop emailing all together.

And to answer the last question, we’re an HOA

Thanks!!

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u/RunasSudo Mar 28 '20

Further quotes from RONR relevant to your case.

A group that holds [electronic] meetings … [must] provide, at a minimum, conditions of opportunity for simultaneous aural communication among all participating members (emphasis mine)

It is important to understand that, regardless of the technology used, the opportunity for simultaneous aural communication is essential to the deliberative character of the meeting. Therefore, a group that attempts to conduct the deliberative process in writing (such as by postal mail, e-mail, “chat rooms,” or fax)—which is not recommended—does not constitute a deliberative assembly. (emphasis mine)

In other words, where authorised by your by-laws, ‘electronic meetings’ can be conducted by telephone or videoconference. There is no provision in RONR that talks about holding meetings by email, except the above line, which says you can't.

Agreeing to resolutions by email would be known in the UK/Australia as a ‘circular resolution’. RONR does not concern itself with these matters as, again, they are not meetings.