Overview of Roberts Rules of Order

1. Robert’s Rules of OrderThe Basics Glenn Walker, B.Comm. (85)Distinguished Toastmaster

2. Robert’s Rules of Order Background Origins Principles and Methods Motions Defined Order of Precedence Types Running a Meeting Meeting Roles Standard Order of Business Taking Minutes Wrap Up and Questions

3. Where there is no law, but every man does what is right in their own eyes, there is the least of real liberty. – Henry M. Robert

4. Origins Created by General Henry M. Robert First Edition “Pocket Manual of Rules of Order for Deliberative Assemblies”February 19th, 1876 Personal bad experience chairing a church meeting led him to write the rules. Resolved to learn how to run a meeting effectively. Loosely based on rules used by US House of Representatives Other variations exist. Canadian Parliament - http://www.parl.gc.ca/ US Congress - http://thomas.loc.gov/links/

5. The Basics

6. Principles Justice and courtesy to all Do only one thing at a time The majority rules The minority has the right to be heard.

7. Methods for Success Use the rules to Accomplish a goal, not obstruct it. Ensure the will of the participants are correctly expressed Make sure each member is treated fairly. Maintain order!

8. Meeting Participants Chairman Secretary Members More later on their roles.

9. Motions

10. Motion A motion is a formal proposal by a member, in a meeting, that the assembly take certain action. It all starts with the Main Motion which is used to introduce business. All other motions are largely procedural.

11. Main Motions Used to place a matter on the floor for discussion. Usage: Member rises and is recognized by the chairperson Member states motion and sits down. If another member seconds the motion: Chairman will restate the motion to formally place it on the floor for discussion. Chairman will open floor to discussion (usually, as a courtesy, the mover is allowed to rise first. Followed by the seconder. Then others.) Chairman controls discussion and should strive to ensure that both the proponents and opponents of a motion are heard. When it is apparent that discussion is complete, the Chairman will call a vote of those in favor followed by those opposed. Chairman declares the result of the vote

12. Amendments Used to make changes to a motion being discussed. Just like a motion it must be made, seconded, discussed and voted on before discussion of the item it interrupted can continue. Basic formats include: to add the words to delete the words to substitute the words The only limitation is that the amendment must be germane to the motion. (i.e. motion must make sense when amendment is taken into account) Amendments can only be made to a main motion or a proposed amendment to a main motion.

13. Precedence of Motions Increasing Precedence

14. Subsidiary Motions Motions that deal directly with the matter currently on the floor for discussion. Subsidiary Motions Include: Amendment Refer Postpone to a certain time Limit Debate Lay on the table Take from the table

15. Incidental Motions Motions that may or may not deal directly with the matter currently on the floor for discussion. Includes: Objection to consideration Withdrawal of a motion Suspend the rules Appeal a decision of the chair

16. Privileged Motions Motions that do not relate to the motion on the floor, but deal with important procedural matters that must be dealt with immediately. Includes: Fix time of next meeting Adjourn the meeting Question of Privilege Orders of the day Rise to Point of Order

17. Key Concepts Four classes of motions Main Subsidiary Incidental Privileged Motions have an order of precedence ranging from lowest (main) to highest (privileged)

18. Running A Meeting

19. Meeting Participants Chairman Secretary Members

20. President / Chairman Keep order at meetings. Be fair and impartial. Protect the rights of all members. Usually President of organization but can be elected / appointed.

21. Secretary Keeps the official records of the organization: minutes, committee reports, etc. Makes records available to members. Handles correspondence. Reads / distributes minutes of meetings. Records minutes of meetings. If not present at a meeting, a fill-in can be appointed.

22. Members Membership has privileges: Participant in the meeting. Allowed to make motions. Allowed to participate in debate on motions. Allowed to vote on motions. Bound by the rules of order.

23. Standard Order Of Business Chairman calls meeting to order. Quorum is confirmed. Chairman asks secretary to read minutes of previously conducted meeting. Reports are requested from officers, and standing committee heads. Reports from special committees. Special Orders are handled. Unfinished business (if any) is handled. New business is handled. Meeting is adjourned.

24. Taking Minutes Call To Order Quorum Members in attendance. Approval of Minutes Officer and Committee Reports Special Orders - Elections Position and Term Nominations Result of Ballot Business Arising (if any) Mover and wording of motion passed. New Business Mover and wording of motion passed. Program and Announcements Guest Speaker(s) Previous Notice of Motions Announcements Adjournment Details Signature of Secretary Approvals and Corrections of Minutes

25. Questions

26. Reference Material Good references … Robert’s Rules of Order Newly Revised, 10th Edition Robert’s Rules of Order Simplified and Applied, Webster’s New World For fun … Guerrilla Guide To Robert’s Rules, Nancy Sylvester

27. Robert’s Rules of OrderThe Basics Glenn Walker, B.Comm. (85)Distinguished Toastmaster glenn.walker@dotconsultant.net