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Roberts Rules of Order

A crash course

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Who was Robert?

U.S. Army Major Henry Martyn Robert (1837–1923 )

Rules are based loosely on the rules of the U.S. House of Representatives

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Robert’s Rules

Robert’s Rules provide for fair and orderly meetings and promote the rights of: The majority to decide

The minority to be heard

Absent members to be protected

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How formal should you be?

The group should decide based on:

The size of the group

The purpose of the meeting

Make the rules work for your organization

Parliamentary law should be the servant, not the master, of the assembly.

 - Henry M. Robert Parliamentary Law, p. 151 

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Hierarchy of Governing

Organizations are governed byApplicable state and federal laws

Organization’s Constitution

Bylaws

Parliamentary authority

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Bylaws and Roberts Rules

Bylaws are rules set by an organization todefine the structure of an organization.

describe the rights and responsibilities of members.

describe the group's decision-making process.

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Bylaws and Roberts Rules

BylawsContains rules that cannot be suspended and cannot be changed at a single meeting

Can be amended with previous notice and a two thirds vote.

The faculty’s bylaws name Robert’s rules as our parliamentary authority.

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Basic Rules

All members are equal and have equal rights

To attend meetingsTo make motionsTo debate

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Meetings

“People who enjoy meetings should not be in charge of anything.”

Thomas Sowell

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Roles of the officers

Presiding Officer

Calls the meeting to order

Announces the business before the assembly

Determines the presence of a quorum

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Roles of Officers

Presiding OfficerRecognizes members entitled to the floor

Processes motions

Rules on points of order

Conducts meetings in a fair and impartial manner

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Roles of Officers

SecretaryWorks with the president to prepare the agenda

Distributes the agenda

Keeps notes of what occurred at the meeting

Prepares and distributes minutes

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Role of Officers

ParliamentarianProvides advice to the presiding officer on matters of procedure

Has a duty to maintain a position of impartiality

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Basic Rules

A quorum must be present to do business

If a quorum is not present the only business that can be conducted is

To set the next meeting.

To adjourn the meeting

To recess the meeting

 

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Agenda

Roberts order of business:

Reading and approval of minutes.

Reports of officers and standing committees.

Reports of ad hoc committees

Unfinished business

New business

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Order of business

If minutes have been sent to members, no need to read them.

They can be approved by general consent

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Order of business

Reports from Committees

If reports are distributed ahead of time, the presiding officer can simply ask if there are any additions. If not, the meeting can move on.

“The ideal committee is one with me as the chairman, and two other members in bed with the flu”

Lord Milverton

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Order of business

But -

Any motions from a committee report should be taken up immediately.

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Order of business

Unfinished businessItems on the agenda of the previous meeting that were postponed

An item that was laid on the table at the current or previous meeting.

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Motions

A formal proposal by a member that the assembly take a certain action

Business is brought before an assembly by the motion of a member

Basic form is a main motion

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Motions

Member makes the motion Uses the word "move"

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Motions

Another member seconds the motion Not required for motions from committees which are considered seconded

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Motions

Prior to the chair stating the question, the motion can be amended By same maker, seconder must agree

By another member, second is not necessary if maker accepts

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Motions

The chair "states the question" Ensures clarity by re-stating the motion

Only the chair can place business before the assembly

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Motions

Once the question is stated, the motion is pending and open to debate

At this point, the motion belongs to the assembly

And only the assembly can modify it

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Motions

Maker of motion has the right to speak first

Chair assigns floor

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Debating Motions

One question at a time and one speaker at a time.  

The first person to seek recognition of the presiding officer should speak first

 

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Debating Motions

Comments should be directed to the chair.

Avoid directing comments to other members.

Avoid personal comments.

Be courteous

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Debating Motions

Anyone who has not spoken gets recognized before anyone who has.

It is good practice to alternate sides.

No member may speak more than 2 times on a motion.

Speeches limited to 10 minutes!

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Debating Motions

Main motions must receive full debate 

To close debate• Move the previous question• Move to end debate at a certain time

or• Move to limit the length of speeches

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Limiting Debate

Motions to limit debateRequire two thirds vote because they suspend the fundamental right of every member“It is better to debate a question without settling it than to settle a question without debating it.”Joseph Joubert (1854-1824)

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Voting

VotingGeneral consent – “If there is no objection..”

By voice, show of hands, rising vote, ballot , roll call

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Voting

If there is even one objection to a vote by unanimous consent, there must be a formal vote.

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Voting

Roberts says –

a majority vote is a majority of voting members.

“Whenever you find yourself on the side of the majority, it is time to pause and reflect.”

Mark Twain

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Voting

A majority is more than half. If the vote is a tie, the vote fails.

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Voting

Chair announces result

"Carried," or "adopted"

"Lost," or "rejected"

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Motions

Once a decision made, an identical motion must not be brought forward at the same meeting 

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Types of Motions

Main Motion

Subsidiary Motions

Incidental Motions

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Motions

Main motions Can be made only when no other motion is pending

Only one main motion at a time

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Subsidiary Motions

Subsidiary motions help deal with the main motion• Amend it

• Limit or extend debate on it

• Refer it

• Postpone it

• Kill it

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Incidental Motions

Point of OrderAre the rules being followed?

Suspend the rulesDoes what you’re doing violate your own rules?

Division of the questionCan parts be voted on separately?

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Mistakes to avoid

Lay on the table vs. postpone to a certain time

Call the question

Friendly Amendment

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Lay on the table

The motion to lay on the table is used when you have sudden unexpected business to deal with.Needs a motion to bring back

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Postpone to a certain time

Used if more time is needed to make a decisionAutomatically comes up as an item of unfinished business at the next meeting

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Call the question

Speaker must be recognized by the chair

Needs a second

Requires a 2/3 vote

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Friendly Amendment

Who owns the motion?Once the chair states the motion and debate begins, the assembly owns the motion.

Only the assembly can amend the motion through majority vote

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Point of Order

Any member may call a point of order when he believes someone is acting improperly

Must happen when the violation occurs

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Robert says ---

a violation never challenged is never a violation.

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Can’t Remember the Rules?

Ask yourself ---What is the fairest thing to do to protect the rights of all members?

• Roberts Rules promote fairness

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Can’t Remember the Rules?

What is the most logical thing to do to solve the problem?

• Roberts Rules are very logical

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Can’t Remember the Rules?

What is the most efficient thing to do to accomplish the groups goals?

• Roberts rules promote efficiency

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Sources

Kline, Charles. ROBERT, HENRY MARTYN (1837–1923). The handbook of Texas online. http://www.tshaonline.org/handbook/online/articles/RR/fro96.html

Robert, H.M. (1981). Robert’s Rules of Order Newly Revised. Glenview, IL: Scott, Foresman and Company.

Sylvester, N. (2004) . The Complete Idiot’s Guide to Robert’s Rules. New York, NY: Alpha.