1. What is Robert’s Rules of Order 2.

Meeting Agenda
Date:
Time:
Location:
Meeting Topics
Agenda Item:
Presented by:
I.
Welcome
II.
Overview
1.
2.
3.
What is Robert’s Rules of Order
How to make a motion
How to vote on motions
III.
Conclusion
IV.
Evaluation
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Robert's Rules of Order - Summary Version
For Fair and Orderly Meetings & Conventions
Provides common rules and procedures for deliberation and debate in order to place the whole
membership on the same footing and speaking the same language. The conduct of ALL business
is controlled by the general will of the whole membership - the right of the deliberate majority to
decide. Complementary is the right of at least a strong minority to require the majority to be
deliberate - to act according to its considered judgment AFTER a full and fair "working through"
of the issues involved. Robert's Rules provides for constructive and democratic meetings, to
help, not hinder, the business of the assembly. Under no circumstances should "undue strictness"
be allowed to intimidate members or limit full participation.
The fundamental right of deliberative assemblies require all questions to be thoroughly discussed
before taking action!
The assembly rules - they have the final say on everything!
Silence means consent!
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Obtain the floor (the right to speak) by being the first to stand when the person
speaking has finished; state Mr./Madam Chairman. Raising your hand means
nothing, and standing while another has the floor is out of order! Must be
recognized by the Chair before speaking!
Debate can not begin until the Chair has stated the motion or resolution and asked
"are you ready for the question?" If no one rises, the chair calls for the vote!
Before the motion is stated by the Chair (the question) members may suggest
modification of the motion; the mover can modify as he pleases, or even withdraw
the motion without consent of the seconder; if mover modifies, the seconder can
withdraw the second.
The "immediately pending question" is the last question stated by the Chair!
Motion/Resolution - Amendment - Motion to Postpone
The member moving the "immediately pending question" is entitled to preference
to the floor!
No member can speak twice to the same issue until everyone else wishing to
speak has spoken to it once!
All remarks must be directed to the Chair. Remarks must be courteous in
language and deportment - avoid all personalities, never allude to others by name
or to motives!
The agenda and all committee reports are merely recommendations! When
presented to the assembly and the question is stated, debate begins and changes
occur!
Canadian Parents for French – PEI Module: Handout
The Rules
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Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if
necessary!
Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a
desired result, or raise a point of order
Point of Information: Generally applies to information desired from the speaker:
"I should like to ask the (speaker) a question."
Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the
agenda requires Suspending the Rules)
Point of Order: Infraction of the rules, or improper decorum in speaking. Must
be raised immediately after the error is made
Main Motion: Brings new business (the next item on the agenda) before the
assembly
Divide the Question: Divides a motion into two or more separate motions (must
be able to stand on their own)
Consider by Paragraph: Adoption of paper is held until all paragraphs are
debated and amended and entire paper is satisfactory; after all paragraphs are
considered, the entire paper is then open to amendment, and paragraphs may be
further amended. Any Preamble can not be considered until debate on the body of
the paper has ceased.
Amend: Inserting or striking out words or paragraphs, or substituting whole
paragraphs or resolutions
Withdraw/Modify Motion: Applies only after question is stated; mover can
accept an amendment without obtaining the floor
Commit /Refer/Recommit to Committee: State the committee to receive the
question or resolution; if no committee exists include size of committee desired
and method of selecting the members (election or appointment).
Extend Debate: Applies only to the immediately pending question; extends until
a certain time or for a certain period of time
Limit Debate: Closing debate at a certain time, or limiting to a certain period of
time
Postpone to a Certain Time: State the time the motion or agenda item will be
resumed
Object to Consideration: Objection must be stated before discussion or another
motion is stated
Lay on the Table: Temporarily suspends further consideration/action on pending
question; may be made after motion to close debate has carried or is pending
Take from the Table: Resumes consideration of item previously "laid on the
table" - state the motion to take from the table
Reconsider: Can be made only by one on the prevailing side who has changed
position or view
Postpone Indefinitely: Kills the question/resolution for this session - exception:
the motion to reconsider can be made this session
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Previous Question: Closes debate if successful - may be moved to "Close
Debate" if preferred
Informal Consideration: Move that the assembly go into "Committee of the
Whole" - informal debate as if in committee; this committee may limit number or
length of speeches or close debate by other means by a 2/3 vote. All votes,
however, are formal.
Appeal Decision of the Chair: Appeal for the assembly to decide - must be made
before other business is resumed; NOT debatable if relates to decorum, violation
of rules or order of business
Suspend the Rules: Allows a violation of the assembly's own rules (except
Constitution); the object of the suspension must be specified
© 1997 Beverly Kennedy
Canadian Parents for French – PEI Module: Handout
Planning a Business Meeting
A successful business meeting (a board meeting or a membership meeting) is the result of
preparation, attention to the smallest of details, and anticipation of problems and conflicts.
A meeting should be planned with the best interests of the members and the organization in
mind. Thorough planning will earn the respect of members. It will enable the presiding officer
to focus the meeting on the issues that the organization needs to decide. Here are a few
planning ideas:
I.
Review the bylaws, constitution, legal instrument, standing rules, minutes of previous
meetings, parliamentary authority, and other relevant documentation.
II.
Contact all officers and committees, confirm attendance and check what business (if any)
they intend to present. Inform them of any time constraints and request cooperation. It is
advisable to review their reports before the meeting.
III.
If the business of the meeting is complex, or controversial, it is advisable to engage a
parliamentarian to assist with the agenda, president’s script, bylaw amendments and with
advice on meeting procedure (before and/or during the meeting).
IV.
Prepare the agenda and rules for the meeting. It may be wise to specify a realistic time
frame (opening and closing times and interim milestones), subject to the approval of the
meeting.
V.
Send the notice of the meeting as required by statute or by the bylaws. Make sure to
comply with all requirements regarding Special Resolutions, Nomination and Election
Procedure. Prevention is so much better than fire fighting!!
VI.
Interface with the facilities coordinator to ensure that the room is set up properly and that
all necessary equipment (eg. microphones, overhead projector) is available. Test
audiovisual equipment and microphones (remember Murphy’s Law) and have a spare
light bulb for the overhead projector.
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On the Day of the Meeting
1
Bring all necessary documentation (see above), a gavel, a list of members and
committees, ballots.
2
Check the room arrangement and ensure that final necessary adjustments are made.
3
Before opening the meeting, check if there is a quorum.
An Enhanced Meeting Agenda
The following meeting agenda is board on RONR and common practice.
1
Call to order: “The meeting will please come to order”.
2
Credentials report (or announcement if there is a quorum).
3
Opening remarks/ceremonies
4
If needed: explain the agenda and debate rules. If any rule requires approval, this may
be done by general consent.
5
Approval of minutes (by General Consent)
“The secretary will read the minutes of the previous meeting...” OR “The minutes
of the previous meeting have been circulated.” “Are there any corrections to the
minutes?” (Pause). Hearing none, “The minutes are approved as
read/circulated”.
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Reports of Officers (in the order listed in the bylaws), followed by the business which
they propose. If officers do not have reports, there is no need to call on them. Business
arising out of correspondence is typically handled under new business.
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Committee reports, followed by motions that they propose (if any). Standing
committees report first, the special/ad-hoc committees.
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Special orders (Business items that were given high priority)
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Unfinished (not old) business, ie. A Motion that was interrupted when the last meeting
was adjourned or a motion that was postponed from the last meeting.
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New business: “Is there any new business?”
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Announcements
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Program, if any
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Adjourn: “If there is no further business to come before this assembly, the meeting will
be adjourned (Pause). The meeting is adjourned.”
Note:
There is no need to move to receive a report after it was read. If a report does not propose any
action, all that needs to be said is “The report will be placed on file”. There is also no need to
adopt a report (except the audited financial statements), unless it is to be published as the
official statement of the organization.
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The presiding officer’s duties are:
1
Checks the quorum and opens the meeting at the prescribed time
2
Announces business in the proper sequence
3
Recognizes members entitled to the floor
4
States and puts motions to a vote
5
Enforces rules of debate
6
Refuses to recognize frivolous motions and protects member rights
7
Expedites business
8
Decides questions of order and responds to parliamentary inquiries
9
Closes debate on order of the assembly
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Declares the meeting adjourned
Voting Rights
In large assemblies the presiding officer usually refrains from voting. If a voting member, the
chair may vote in case of a ballot vote and may (but is not compelled to) vote when his/her
vote will affect the results, e.g. to make or break a tie.
Debating Rights
In large meetings the presiding officer stays out of debate. IF a crucial point was omitted,
he/she may vacate the chair to speak and must stay out of the chair until the motion is
disposed of. This practice should be kept to a minimum, to maintain impartiality.
When the decision of the chair is appealed from, the presiding officer explains the ruling
without vacating the chair.
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Ethics
Consider these affirmations for an effective presiding officer:
“I am here to lead you in democratic, fair and free debate. My job is to safeguard the
rights of the Majority, the Minority, the Individual, the absentee and all these together; to
uphold the constitution, bylaws and other rules of the organization.”
“I will ensure that debate is conducted as smoothly and as efficiently as possible, in a
civil and orderly manner. I am here as an impartial leader and my mandate is to serve the
membership. It is probably best if I can take myself lightly and my work seriously.”
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What Do You Think?
Please complete the following information. Participation is voluntary. Your
feedback is very valuable to us or will allow us to make the necessary
changes to this workshop.
Name of Session:
1.
Date:
As a result of this workshop, I learned
a.
b.
2.
My favorite part of this session was
3.
As a result of this workshop, I now plan to
4.
On a scale of 1 to 10, how would you rate the trainer on their presentation style?
And why?
5.
On a scale of 1 to 10, how would you rate the trainer on their knowledge of the
topic being presented? And why?
6.
What are your recommended changes, if you have any?
7.
I’d like to tell you that
Thank you for your thoughts!
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