When adopting bylaws - do we need to have the bylaws signed by officers? I'm not quite sure what the adopting process is or means. We voted almost 2 yrs ago to approve our bylaws, but don't have it in writing. Does it need to be in writing?

The motion that approved the adoption of the by-laws is sufficient to prove acceptance by the officers. Do you have board minutes from that meeting?

No - I don't have the minutes to that meeting. Should we revise something in the bylaws and then re-adopt them? Apparently we should have a Conflict of Interest Policy in there & we don't, so this could be done. Also - can it be done via email vote with the votes recorded?

thanks!!

If you don't have the minutes, the fact that the by-laws exist in writing should be sufficient. It would just be helpful to have the minutes. When/if the board revises the by-laws, be sure to add the date of revision as a foot-note on the bottom of the last page.

With regard to the Conflict of Interest clause, Robert's Rules very rarely ever supports prohibiting an officer or a member from voting or participation due to this type of clause. For example, say a PTO officer's own company has submitted a bid to provide services to the PTO. When it comes time for the board to review all the bids and vote to choose one, the officer may still participate in the discussion and vote on the motion.

Regarding e-voting, Robert's Rules is very much against using it; I certainly wouldn't recommend it in this situation.

wow! against e-voting... Sometimes that is the only way to get everyone to vote... most of the board works this year so e-voting worked over the summer for us. I've printed each email vote & kept them in files... I will certainly look at the Roberts Rules more thoroughly.

We are having an accountant do the 501c3 and they suggested to do the conflict of interest policy.

When having the bylaws & amendments adopted:

does the exec board need to sign something stating that it's official?

help!

thanks!!!!