How Can a Committee Meet in the Absence or Vacancy of its Chair?

By Keokani Kipona Marciel, Professional Registered Parliamentarian (PRP)

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Check Your Organization's Procedural Manual

​Depending on the procedural manual (parliamentary authority) adopted by the organization, if the committee chair fails to call a meeting, it can be called in one of the following three ways, unless the governing documents prescribe otherwise:
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1. By the president of the organization (AIPSC);
2. By any two members of the committee (RONR, Demeter); or
3. By a majority of the committee (AIPSC, Mason).

What is the Common Thread?

​Note that if a committee meeting is called by a majority of its members, and if this is at least two people, this satisfies the requirements of common procedural manuals (AIPSC, Demeter, Mason, RONR). Therefore, if the governing documents, procedural manual (e.g., Cannon, Keesey, Lochrie, Riddick), precedents, and custom of the organization are all silent on the matter, a committee meeting called by a majority of its members would be valid under common parliamentary law. However, the organization would not be bound to follow that rule.

Parliamentary References

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​When a committee has been appointed, its chairman (or first-named member temporarily acting—see p. 176) should call it together.* If its chairman fails to call a meeting, the committee must meet on the call of any two of its members, unless (for very large committees) the assembly's rules prescribe, or empower the assembly or the committee to require, a larger number.

—Robert, H. M., III, Honemann, D. H., Balch, T. J., Seabold, D. E., & Gerber, S. (2011). Robert's rules of order newly revised (11th ed., §​ 50, p. 499, ll. 19-25). Boston, MA: Da Capo Press.

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​On failure to convene a committee meeting after demand therefor, any two members may call a meeting with due notice to all its members. The committee is then in legal session; and if a quorum is present, it can transact business. If the regular chairman of the committee is absent, the vice chairman presides; otherwise a chairman pro tem is chosen to preside.

​—Demeter, G. (1969). Demeter's manual of parliamentary law and procedure: For the legal conduct of business in all deliberative assemblies (blue book ed., §​ 20, II, p. 275). Boston, MA: Little, Brown and Company.

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If the chair fails to call a meeting, a majority of the committee members may do so, or the organization’s president may call a meeting of the committee.

—American Institute of Parliamentarians. (2012). Standard code of parliamentary procedure (§​ 21, p. 193). New York, NY: McGraw-Hill.

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It is the duty of the chair to call the committee together, but if the chair is absent or neglects or declines to call a meeting of the committee, a meeting may be held on the call of the majority of its members.

—Mason, P. (2010). Mason's manual of legislative procedure (§​ 626-4, p. 436). Denver, CO: National Conference of State Legislatures.

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If the bylaws (for a standing committee) or the motion creating the committee does not specify how the chair of the committee is designated, the members of the committee may appoint a chair.

—Keesey, R. E. (2018). Modern parliamentary procedure (2nd ed., §​ 8, p. 139). Washington, DC: American Psychological Association.

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​In matters on which an organization's adopted parliamentary authority is silent, provisions found in other works on parliamentary law may be persuasive—that is, they may carry weight in the absence of overriding reasons for following a different course—but they are not binding on the body.

—Robert, H. M., III, Honemann, D. H., Balch, T. J., Seabold, D. E., & Gerber, S. (2011). Robert's rules of order newly revised (11th ed., §​ 2, p. 16, l. 29, to p. 17, l. 3). Boston, MA: Da Capo Press.

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Ka Papa Hana Hoʻomalu | Parliamentary Procedure 101

What Actions Cannot Be Ratified?

Hōʻoia - To Ratify

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