A virtual Annual Meeting requires some changes to how and when things are done. These procedures have been adjusted due to the virtual format and will be reevaluated after the Meeting.
- All speakers from the floor must state their name, city, and state each time they speak.
- Nonmembers may not make motions, and generally are not recognized to speak from the floor. Advance permission is required to speak. Any nonmembers who are recognized must identify themselves as nonmembers and state their role or the nature of their interest in the project. See the Policy on Nonmembers at Annual Meetings for more information.
- Electronic versions of all drafts are posted on the ALI website as soon as possible and members are notified by email when each draft is posted.
- For ease of reference during discussions, drafts and motions will be displayed on screen during the Meeting, but text will not be revised to reflect proposed changes to drafts. No other materials will be displayed on screen.
- Comments on, and suggestions for edits to, the drafts are welcome. Members do not need to submit a motion in order to suggest edits to a draft.
- Written comments are encouraged, and can be submitted via the project pages on the ALI website.
- Speakers should not make suggestions for stylistic edits from the floor, but should submit them as comments in writing.
- A member making a comment or asking a question may speak for up to three minutes. The chair has discretion to allow more or less time.
- A timer will be displayed on screen during the Meeting.
- All motions that members intend to make at the Meeting must be submitted in writing before the Meeting. Motions from the floor will not be permitted. This will give Reporters and members an opportunity to consider the motions carefully.
- For projects on the agenda for May 17 or 18, members must submit written motions by no later than 5:00 p.m. (Eastern) on Monday, May 10. For projects on the agenda for June 7 or 8, members must submit written motions by no later than 5:00 p.m. (Eastern) on Monday, May 31.
- Members should review the Submission Instructions and Deadlines.
- Motions may not be submitted on Discussion Drafts or portions of drafts that are for discussion only (because they are not submitted for membership approval) or on Reporters’ Notes (because they are considered the sole work of the Reporters, not ALI). Comments on Discussion Drafts and Reporters’ Notes are welcome.
- Motions to amend a draft must state the specific language to be changed and what the new language would be. Vague motions or general descriptions of proposed changes are not permitted.
- Because time is very limited, the manner in which motions to amend a draft will be handled depends on the number of motions submitted. See the Motions Procedures for details.
- Members will vote in the virtual platform. A ballot will automatically appear on screen when a vote is taken, and will disappear if the member does not vote within the allotted time.
- Proxy voting is not permitted.
- To maintain the Institute’s reputation for thoughtful, disinterested analysis of legal issues, members are expected to leave client interests at the door, pursuant to Council Rule 4.03. In communications made within the framework of Institute proceedings, members should speak, write, and vote on the basis of their personal and professional convictions and experience without regard to client interests or self-interest. It is improper for a member to represent a client in Institute proceedings and such conduct constitutes good cause for termination of Institute membership. If, in the consideration of Institute work, a member’s statements can be properly assessed only if the client interests of the member or the member’s firm are known, the member should make appropriate disclosure, but need not identify clients.
- Under Council Rule 9.03, the procedures for the Meeting are set by the President or other presiding officer, subject to the Bylaws and the Council Rules. In the event of a dispute over proper procedure, if neither the Bylaws nor the Council Rules resolve the matter, then the President or other presiding officer should resolve it in accord with the then-current edition of Robert’s Rules of Order.