Robert’s Rules
Presented By:Brandon Swope
Objectives Better understand parliamentary procedure Understand how parli pro is different than Roberts
Rules of Order Review the purpose of leaders within organizations Become familiar with different motions Build confidence in using parli pro
Parliamentary Procedures “A system of conducting business when working
in a group.” (Sylvester, 2010, p. 4) Majority rules Respects all opinions Maintains focus on issues at hand One step at a time; one voice at a time Adaptable to fit the organization (bylaws)
“A deliberative assembly is a group of people meeting to openly discuss issues and make decisions that then become the decision of the group.” (Sylvester, 2010, p. 4)
Parliamentary Authority “The set of rules that a group adopts as the rules
that will govern it.” (Sylvester, 2010, p. 5) Roberts Rules of Order (Since February 1876) The Standard Code of Parliamentary Procedure Demeter’s Law of Parliamentary Law and Procedure Mason’s Manual of Legislative Procedure Cannon’s Concise Guide to the Rules of Order
Quorum “The minimum number of people that must be
present to make a decision for the whole group.” (Sylvester, 2010, p. 5) Usually specified as the “majority” of voting
members Specific number can be defined in the Constitution
or Bylaws for the organization Section 240.3 VP of Administration declares quorum
for business to proceed (Roll Call)
Without Quorum Meeting is severely limited
Motion to Adjourn Motion to Recess
Obtain enough members for quorum May proceed with business and voting
Quorum must be met the following week Ratify the decisions from the previous week
Types of Meetings Regular Meeting
Example: RSA Meetings Tuesdays at 7:30-9:00PM Special Meeting
“Usually held for emergency purposes.” (Sylvester, 2010, p. 17)
Annual Meeting Election of officers Annual reports
Adjourned Meetings Meeting that is being continued
Types of Meetings (Continued) Mass Meeting
Less formal meeting with a common purpose Executive Board Meeting
Example: RSA Exec Board Thursdays 8:15-9:15AM Convention
Examples: NACURH, CAACURH, No Frills Committee Meeting
Examples: Diversity, Fundraising, Marketing, etc. Executive Session
Confidentiality is key
Synchronous E-Meetings Telephone conferencing Videoconferencing Web conferencing Chat rooms
Leadership within Organizations “A person holding a leadership position only has
the power that is given to the position in the bylaws…” (Sylvester, 2010, p. 23) Roles, duties, and responsibilities outlined in the
bylaws or constitution
The President Presiding Officer
“The person—often the president—who is in charge of the meeting.” (Sylvester 2010, p. 24)
Represents the Organization (Model the Way!) Prepares agendas for meetings Ex-Officio representative “Facilitator, NOT dictator” (p. 24) Other duties as outlined in specific constitutions and
bylaws
The President-Elect “Serves on term as the president-elect and then
automatically becomes president the following term.” (Sylvester, 2010, p. 25) Example: NCC-IT for RSA
Vice President Second in command Prepared to lead in absence of the President Can be multiple VP’s
RSA has a VP of Administration, Finance, Programming, Hall Council Affairs and Recognition, and Student Concerns Positions viewed as equally powered
Secretary “Keeping an accurate list of members, the roll call
list, the governing documents, delegate information, committee membership and much more.” (Sylvester, 2010, p. 29)
Record Keeper Takes minutes during the meeting
Treasurer “It is the treasurers job to make sure funds are
handled correctly.” (Sylvester, 2010, p. 31) Prepares and maintains the budget Oversees the organizations spending
The Executive Director (Advisor) Salaried position usually Extended time with the organization “The consistent force behind the organization”
(Sylvester, 2010, p. 32) Flexibility
The Parliamentarian Individual who is proficient with Roberts Rules of
Order Remain unbiased
RSA—National Communications Coordinator (NCC) fulfills this as is stated in the Constitution
There are such thing as Professional Parliamentarians
Majority vs. Two-Thirds Vote “If an action gives rights to the members, it
requires a majority vote to pass. If an action takes away rights from members, it requires a two-thirds vote to pass.” (Sylvester, 2010, p. 5)
Majority is NOT 50%
Majority is > 50%
Hierarchy of Governing Documents1) Federal Laws
2) State Laws
3) Articles of Incorporation
4) Governing documents of the parent organization “A national organization that has in its bylaws a charter to local,
state or regional associations.” (Sylvester, 2010, p. 42)
5) Bylaws
6) Special Rules of Order
7) Parliamentary authority
8) Standing Rules
9) Policies and Procedures
*Taken from Sylvester (2010, p. 40)
Bylaws Combine with Constitution in single document For more on writing a Constitution and Bylaws
reference pages 44-48 from Sylvester (2010) Approved by vote of members Changed through amendments and revisions
Amendments are small changes Revisions are completely rewritten Gross— “when you are dealing with several
amendments, it is common practice to vote on them all at one time…”
Require advanced notice and a two-thirds vote
Motion “A proposal on which a group takes a specific
action or stand” (Sylvester, 2010, p. 58)1. “A member makes a motion
2. Another member seconds the motion
3. The chair states the motion, formally placing it before the assembly
4. The members debate the motion
5. The chair puts the [motion]…to a vote
6. The chair announces the results of the vote” (p. 59)
Privileged Motions “Fix the Time to Which to Adjourn. This sets the
time for another meeting to continue business of the session.” (Sylvester, 2010, p. 124)
“Adjourn. A motion to close a meeting.” (Sylvester, 2010, p. 124)
“Recess. A short interruption that does not close the meeting.” (Sylvester, 2010, p. 124)
“Questions of Privilege.to bring an urgent request or a main motion relating to the rights of either the assembly or an individual up for immediate consideration.” (Sylvester, 2010, p. 124)
“Call for the Orders of the Day. By the use of this motion, a single member can require the assembly to follow the order of business or agenda…” (Sylvester, 2010, p. 124)
Subsidiary Motions “Lay on the Table. This motion places in the care of the secretary the
pending question and everything adhering to it.” (Sylvester, 2010, p. 136)
“Previous Question. The effect of this motion is to immediately stop debate and any amendments and to move immediately to a vote on the motion.” (Sylvester, 2010, p. 136)
“Limit or Extend Limits of Debate. This motion can reduce or increase the number and length of speeches permitted or can limit the length of debate on a specific question.” (Sylvester, 2010, p. 136)
“Postpone Definitely. If the body needs more time to make a decision or if there is a more convenient time for consideration of the question, this motion may be the answer.” (Sylvester, 2010, p. 136)
“Commit or Refer. This motion sends the main motion to a smaller group (a committee) for further examination and refinement before the body votes on it.” (Sylvester, 2010, p. 136)
“Amend. This motion is used to modify the pending motion before it is voted on.” (Sylvester, 2010, p. 136)
“Postpone Indefinitely. This motion, in effect, kills the main motions for the duration of the session without the group having to take a vote on the motion.” (Sylvester, 2010, p. 136)
Precedence of Motions1. Fix the Time to Which to Adjourn
2. Adjourn
3. Recess
4. Raise a Question of Privilege
5. Call for the Orders of the Day
6. Lay on the Table
7. Previous Question
8. Limit or Extend Limits of Debate
9. Postpone to a Certain time
10. Refer to a Committee
11. Amend an Amendment
12. Amend the Main Motion
13. Postpone Indefinitely
14. MAIN MOTION
According to Sylvester (2010, p. 81-82)
Incidental Motions “Point of Order. If a member feels the rules are not being followed,
he or she can use this motion. It requires the chair to make a ruling and enforce the rules.” (Sylvester, 2010, p. 154)
“Appeal. This is a motion to take a decision regarding parliamentary procedure out of the hands of the presiding officer and place the final decision in the hands of the assembly.” (Sylvester, 2010, p. 154)
Objection to the Consideration of a Question. The purpose of this motion is to prevent the assembly from considering the question/motion because a member deems the motion as irrelevant, unprofitable, or contentious.” (Sylvester, 2010, p. 154)
“Suspend the Rules. This motion is used when the assembly wants to do something that violates its own rules.” (Sylvester, 2010, p. 154) Can NOT suspend the constitution and bylaws unless stated in them
“Division of the Assembly. The effect of this motion is to require a standing vote (not a counted vote).” (Sylvester, 2010, p. 154)
“Division of the Question. This motion is used to separate a main motion or amendment into parts to be voted on individually.” (Sylvester, 2010, p. 154)
RSA’s Most Useful Requests Parliamentary Inquiry–questions regarding
parliamentary procedure that is addressed to the RSA President (presiding officer)
Point of Information—question regarding the topic of discussion asked to the RSA President (presiding officer) and redirected to a different individual if necessary
Keep in mind that if YOU have a question, someone else is likely asking themselves the same thing!
Making a Motion “I move to…” NOT “I motion to…” Say what you mean, mean what you say
Speak on it during discussion, first May not speak against your own motion
May vote against it, however Write down the motion Motion must be seconded for discussion
Don’t have to agree with motion to second
(i.e. if you want to discuss the motion in general you would still second it)
Presiding officer repeats the motion Amend or Withdraw Motion
Requires majority vote
Discussing a Motion Keep on topic!!!
If off topic, presiding officer interrupts Ex: “Is there any further discussion on the motion to…?”
(Sylvester, 2010, p. 73) If off topic discussion continues, presiding officer interrupts
and says discussion is “out of order” Non-members can only talk if the members allow Presiding officer can close discussion
Ex: “Seeing no members seeking recognition, debate is closed.” (Sylvester, 2010, p. 75)
Members can close discussion through motion, second, and dissent
President may only discuss if they “relinquish the chair” (Sylvester, 2010, p. 93)
DON’T REPREAT THE SAME THING AGAIN! Once you speak, you must wait for others to have the
chance
Voting Only members can vote Voting Methods
Unanimous consent (general consent)—no objections to the motion Used for minutes from previous meeting
By voice— “All in favor say…all opposed say…” Division of the Assembly Rising Vote
Show of Hands— “All in favor raise hand…all opposed raise hand”
Rising vote— “All in favor stand…all opposed stand” By ballot (paper)—maintains secrecy in votes Roll Call—used to publically record who voted what
Using clickers Presiding officer announces the results
Presiding officer may vote unless the bylaws state otherwise
Amendments Insert— “this format involves inserting or adding
words or paragraphs.” (Sylvester, 2010, p. 146) Strike Out– “this format involves cutting words or
paragraphs.” (Sylvester, 2010, p. 146) Strike Out and Insert– “this format involves
substituting a word, paragraph, or entire text with new text.” (Sylvester, 2010, p. 146)
Agendas1. Reading and Approval of Minutes
2. Executive Board, Committee, and HC Reports
3. Special Orders (Guest Speakers)
4. Unfinished Business and General OrdersGeneral Orders—postponed motion
Unfinished Business—NOT “Old Business”
5. New Business
Use templates for agendas Robert’s Rules of Order Specify the agenda order
Committees Standing committee—permanent and stated in the
constitution or bylaws Special committee (A.K.A. Ad Hoc Committee,
Task Force, or Work Group)—temporary The Committee Charge— “the responsibility that
goes with the assignment” (Sylvester, 2010, p. 231)
Subcommittees divide the work load
References Sylvester, N. (2010). The Complete Idiots Guide to
Robert's Rules (Second ed.). New York, NY: Penguin Group.
Brandon Swope Resident Student Association President (2012-13) NRHH Member
Review ActivityPlease divide
into six equal teams
Question #1 Johnny drank too much Starbucks before coming
to RSA and now has to use the bathroom. What privileged motion should he use?
A: Motion for a Recess
Question #2 Who gets the option to speak first during
discussion?
A: The individual who made the motion for the topic being discussed
Question #3 Jessie was too busy texting and missed what had
just been said. What parli pro term should Jessie use in addressing the RSA President to have this information repeated?
A: Point of Clarification
Question #4 RSA has 40 member in attendance at the meeting
and is going to hold a majority vote. How many votes are needed for the motion to pass?
A: 21
Question #5 Mickey feels that the RSA President’s voice-vote
is not accurate. What can she call to have a rising vote taken instead?
A: Division of the Assembly
Question #6 It is colder than Antarctica in the RSA meeting
room tonight. What motion would she use to have the temperature turned up?
A: Question of Privilege
Question #7 In the “Hierarchy of Governing Documents” what
is ranked #1?
A: Federal Laws
Question #8 Shirley is a visitor at RSA for the night. Does she
have the right to vote during the meeting?
A: No because she is not a member of RSA
Question #9 The RSA Fundraising Committee is an example of
this type of committee.
A: Standing Committee
Question #10 According to Robert’s Rules of Order this should
be the first item on the agenda for an RSA meeting.
A: Approval of Minutes