In addition to the normal and expected TSD protocol, there are certain items procedures that are typically followed by Boards and Committees. Such information is below.
World Tang Soo Do Association and Foundation Board
Rules of Order
Most Boards of Directors follow “Roberts Rules of Order” – or some version thereof – as it relates to the procedural aspects of conducting a meeting. The WTSDA (and WTSDF) generally follow such rules, however, a more flexible and casual approach is taken in some respects and in a few others, there are important and significant differences.
Below is a summary of some of the important procedures.
Motions may be made by any member in attendance at the meeting. Motions should be “called for” by the person presenting a proposal (or action) or they may be suggested and made by a member.
Motions should be stated clearly, and if there is difficulty expressing the motion help should be sought from the WTSDA/WTSDF Secretary or other knowledgeable person. All members should have a clear understanding of the motion for which their vote is sought. Language to be used should be similar to the following: “I make a motion to…” or “I move that…”.
Motions must have a “second” by a different member in attendance at the meeting before the vote may be called. The President (or person presiding over the meeting) should, after the motion is made, ask for a “second” if one has not already been offered.
After a motion is seconded, the President will ask “all in favor” and those voting affirmatively must indicate such vote. The President will then ask “any opposed” and those who wish to dissent must indicate such vote. Failure to indicate a vote audibly or visibly, as the case may be, or the failure to note the desire to abstain, will not be reflected in the minutes of the meeting and will carry no force or effect.
Discussion and Debate.
The WTSDA/WTSDF does not permit filibusters (etc.). All discussion and debate should be relevant and conducted in a respectful manner. Typically, debate and discussion will occur at the time the proposal is made, not after the motion is made. Discussion is not prohibited after a motion is made, but it is often more productive to have any discussion prior to making a motion for a proposal.
Motions made, during the same meeting, that have not been carried out (even in part) may be formally reconsidered after a vote has been made. Motions may be appropriate for reconsideration if, during the course of the meeting, additional information comes to light or subsequent decisions are made which could impact the previous motions. To avoid abuse of such action, there are 3 special requirements for a motion to reconsider: (1) the motion can only be made by a person, in attendance, who voted on the prevailing side (that is, someone who voted yes for a motion that passed or someone who voted no for a motion that did not pass); (2) this motion can only be made during the same meeting in which the original motion was voted upon; and (3) this motion must be made when “in order” (not during a pending discussion or proposal) and it should be pointed out to the Board that there is an official request to reconsider that will be take up at the appropriate time in the agenda.
To properly handle a motion to reconsider, a member who voted on the prevailing side is recognized by the chair and moves to reconsider the vote; any other member seconds the motion. The President or Secretary restates the motion “to reconsider” as pending and asks for debate. Once debate is over, members vote on the motion to reconsider. If the motion to reconsider passes, the original (reconsidered) motion is brought back before the Board to be voted on again. If the motion to reconsider is lost, it is the only vote taken and business proceeds to the next item on the agenda.
Motions made during previous meetings, which are passed, may be rescinded at a later time. Only those portions of the motion which have not been completed may be rescinded. Any member of the Board may make such a motion. The motion (and voting) on such a rescission is made like any other piece of business.
As a non-profit, voting by proxy is NOT permitted. Members must attend the meeting to vote on any matter before the Board.
Voting will generally be done by the request for an oral response. Occasionally a vote may be asked for by a show of hands. Ballots (secret votes) will only be used in unusual circumstances. The Secretary will be the only person aware of the votes cast by ballot by individual members of the Board, unless a motion to reconsider is made and disclosure of the person requesting reconsideration is then necessary.
Voting is permitted via electronic means. Discussion and debate on any matter, even if a vote is requested electronically, is permitted. Should a request be made to vote electronically, any such debate or discussion must be copied to the entire Board.
A simple majority of those in attendance may vote on most matters (see the WTSDA/WTSDF by-laws for further details).
A record of all affirmative and dissenting votes will be made by the secretary.
There are many other rules that are followed, related to the notice, agenda, call to order, quorum, etc. These are managed by the President and Secretary. For more information on these, please contact email@example.com.