giving good meeting: robert’s rules and efficient meetings
TRANSCRIPT
Giving Good Meeting:Robert’s Rules andEfficient Meetings
Overview• The Basics
• Aims of the Rules
• Moving Things Along• Kinds of Motions• Rules of Debate• ABC’s of Motions• Voting and Disposing
The Basics: Aims1. Enough members present to make a decision2. Everybody’s equal3. Protected if absent4. One thing at a time5. One time per meeting6. One person at a time7. Silence = Consent
Moving Things Along:
The Nuts and Bolts of Getting Things
Done
Moving Things Along: Kinds of Motions Rules of Debate Motion Procedures Voting Procedures
Making MotionsThe Presiding officer establishes that a quorum is present and that it is proper for the meeting to proceed.
One aim of Robert’s Rules is to protect the rights of those members absent from the meeting
Kinds of Motions
Two types of motions can be made:
1. Main Motions2. Secondary Motions
Kinds of MotionsMain Motions…
Bring before the assembly a new subject which requires the assembly to take some action
Allow the group to get things done
Express the actions of the group
Main Motions
For example“I move that SGO buy new computers for the professors in the Political Science Department”
Kinds of MotionsSecondary Motions
A. Privileged: Motions that don’t relate to the main motion or pending business, but to the members and the organization.
B. Subsidiary: Motions that help the assembly treat or dispose of a main motion
C. Incidental: Motions incidental to the conduct of the meeting, rather than to a main motion
Kinds of Motion Motions are arranged in a
hierarchy, denoting which have precedence over which
That ordering allows for efficiency and clarity as we always know which motions are in order when
13. Fix the time to adjourn12. Adjourn11. Recess10. Raise a question of privilege 9. Call for orders of the day 8. Lay on the table 7. Previous question 6. Limit or extend limits of debate 5. Postpone to a certain time 4. Commit or refer to committee 3. Amend 2. Postpone indefinitely 1. Main motion
Lowest level
Highest level
Kinds of Motions During the meeting, motions higher on
the list are always in order over those lower on the list; not in the order in which they were made
Vote on higher ranking motions before lower ranking ones
Work way “up” and “down” the ladder
Ground Rules
going, we first need to review some basic ground rules for how to debate and discuss.
To get all that motion and ladder stuff
Rules of Debate Need a motion in order to have a debate;
no motion, no debate One person speaks at a time, anyone who
wants to speak must be recognized by the presiding officer
Debate is limited to the motion pending The maker of the motion has the right to
speak first on the motion The maker of the motion cannot speak
against the motion.
Rules of DebateSpeaking Order: People speak in order of recognition by
the chair Mover of the motion has first priority
whether or not recognized first by chair New speakers have precedence over
people who have already spoken Chair should try when possible to
alternate speakers for and against the motion
Rules of DebateSpeaking Time:
• No member may speak more than twice on any one motion in any one meeting
• Speech is limited to 10 minutes (unless modified by a motion concerning debate)
Rules of DebateDebate Manners:
• Only speak when called upon• Direct all comments to the chair• When addressing the chair
(and by extension the assembly) rise to speak.
• Don’t be disruptive• You can make corrections• The chair can interrupt you (not vice-versa)
Debates and the Chair The role of the chair during debate is to
ensure that the debate is fair Chair has same rights as other members
in participating in debate; however, as the arbiter of the rules, the chair should limit participation in debate
Debates and the Chair If chair does join debate, he/she abdicates
the position of chair and transfers power to the next highest ranking officer who has not spoken on the motion.
If all officers have spoken on the motion, the chair asks permission from the members to appoint a temporary chair.
Tips for Effective Debates
When you get the floor, begin by stating which side of the motion you support
Organize your thoughts before you seek the recognition of the chair
Conclude your remarks by restating your position on the motion
The ABC’s of
Motions
ABC’s of Motions1. Make a motion2. Second the motion3. Chair states the motion4. Debate the motion5. Take the vote6. Announce results
ABC’s of Motions1. Make a Motion
Secure the recognition of the chair Be precise Begin with “I move that…”
ABC’s of Motions2. Second the Motion
A voting member of the body must express support for consideration of the motion (“seconding” the motion)
Seconding insures that at least two members think the issue is important enough to take up the membership’s time
The person seconding the motion need not agree with the motion, only with the idea that the issue should be addressed by the group
ABC’s of Motions2. Second the Motion (continued)
Committee recommendations do not need seconds (since the members constituting the committee effectively act as seconds in approving the committee recommendation)
Co-sponsored resolutions do not need seconds, again for the obvious reason that co-sponsors satisfy the reasons for requiring a second.
ABC’s of Motions3. Chair states the motion
This formally places the motion before the assembly; at this point, the motion belongs to the group, not the individual who moved it.
This makes sure the group has an official agreed upon wording
ABC’s of Motions4. Debate the Motion
During debate a motion is considered “on the floor” or “pending” because we haven’t yet figured out what to do with it
When the motion is on the floor, members can:
Amend it Postpone it Lay it aside Refer it to committee
This is where the “motion ladder” and rules of debate come into play
13. Fix the time to adjourn12. Adjourn11. Recess10. Raise a question of privilege 9. Call for orders of the day 8. Lay on the table 7. Previous question 6. Limit or extend limits of debate 5. Postpone to a certain time 4. Commit or refer to committee 3. Amend 2. Postpone indefinitely 1. Main motion
Lowest level
Highest level
ABC’s of Motions4. Debate the Motion
Remember to keep the debate focused on the motion
During debate, avoid referring to another member by name instead use:
The office/position (“the president stated…”)
“The previous speaker” “The member who made the motion…”
ABC’s of Motions5. Putting the Motion to a Vote
When all members who want to speak have spoken, debate ends and the motion is put to the assembly for a vote
Remember, the motions express the will of the group, so we need the approval of the membership before doing anything
Presiding officer restates the motion to remind members of the exact issue being voted on.
Presiding officer then directs the membership on the voting method to be used
ABC’s of Motions5. Putting the Motion to a Vote
Chair calls for both those in favor (“ayes”), those opposed (“nays”)
Note: The chair should not call for abstentions, since it effectively asks a member to vote not to vote, and that’s incoherent.
The chair announces the results The chair determines whether a motion
has passed for failed If unsure of the results, the chair can and should
call for another vote to better ascertain the results
ABC’s of Motions1. Some votes call for different calculations for
the margin of victory2. A plurality election is when the candidate
that receives the most votes wins:For example:
If 12 members, results appear as:Candidate A: 5Candidate B: 3Abstention: 4
Who wins?
ABC’s of Motions1. For example:
If 12 members, results appear as:Candidate A: 5Candidate B: 3Abstention: 4
“A” wins. Remember, silence equals consent, so the abstentions do not count as votes against the candidatePlurality votes never apply to motions and floor action. They may apply to elections for officers though, depending on the bylaws of the organization.
ABC’s of Motions1. A majority vote election requires that
the winning motion receive a majority of the votes cast
2. For example:If 12 members, results appear as:
Ayes: 5Nays: 3
Abstention: 4
What wins?
ABC’s of Motions
For example:If 12 members, results appear as:
Ayes: 5Nays: 3
Abstention: 4Ayes win. Remember, abstentions do not count as votes cast. Only 8 votes were cast, and 5 of 8 is a majority (tie plus one).
ABC’s of Motions1. Occasionally Robert’s Rules calls for a 2/3rds
majority rather than a simple majority.2. The general guide for knowing when a simple
majority or 2/3rds majority is required is whether the motion is going to take away rights of the members.
3. If the motion is taking rights away, then it requires a 2/3rds vote.
For example:motions to: limit debate, postpone indefinitely, end debate, suspend the rules
ABC’s of Motions6. Complete Announcement
Which side has the vote Whether the motion passed or failed The effect of the vote The next item of business
Conclusion Remember, the rights of the organization
supercede the rights of individuals. You are acting as a group,
The rules are designed to balance the rights of the group as a whole, of subgroups within the group, and of individual members.
The rules should be used to help, not hinder, collective decision making.
Conclusion“Use your judgment: the assembly may be of such a nature through its ignorance of parliamentary usages and peaceable disposition, that a strict enforcement of the rules, instead of assisting, would greatly hinder business; but in large assemblies, where there is much work to be done, and especially where there is liability to trouble, the only safe course is to require a strict observance of the rules.”
Resources• Robert’s Rules of
Order 10th EditionThe latest update of the classic.Available on Amazon, Barnes & Noble, and in most bookstores
Resources• Robert’s Rules in Plain
EnglishFollows the standard Robert’s pretty closely, but tries to tone down some of the more obscure phrasing and vocabulary issues.
ISBN: 978-0-06-078779-0
Resources
yet easy to read versions of the classic.
As these titles suggest, both are comprehensive
Resources Online Resources
Robert’s Rules Online(http://www.rulesonline.com/start.html#rror--00.htm)
Parliamentary Procedure Onlinehttp://www.parlipro.org/
The End
QuorumRemember, unless otherwise stated in the bylaws, a quorum is defined as a majority of the membership
In the absence of a quorum, the body can:1. Set time for another meeting2. End (adjourn) the meeting 3. Take a short break with hope that a
quorum forms4. Try to gather enough members to
constitute a quorum
Privileged Motions
These motions are of such urgency that they can interrupt any business on the floor, without debate
For example:“Group privileges” like conditions in the meeting room, inability to hear, etc. “Personal privilege” like a speaker is misstating my remarks
Subsidiary Motions
These include motions to amend the main motion, refer to committee, lay on the table, or postpone debate
For example:“I move that the words ‘Apple MacBook Pro’ be inserted before ‘computers’ in the motion authorizing Local 1839 to purchase computers for the faculty in the Political Science Department.”
Incidental Motions
Incidental secondary motions relate to the procedures of the meeting, rather than to the substance of the business
For example:
Challenging a ruling from the chair, to ask a question about the rules, to request voting in particular fashion (more later on that)
Orders of the Day
The motion to call for “orders of the day” is a call to the presiding officer to get back to the items listed on the agenda
The motion can be made at any time, by any member, and is not debatable and is not voted on.
If the membership wants to continue on the diversion, a motion can be made to extend debate (Step 8) or the issue can be taken up at the end of the meeting when the orders of the day are completed
“Tabling”There are three motions that are commonly confused at meetings.
If a speaker wants to temporarily set a motion aside, then the motion is to “lay on the table” (Step 8); it is not debatable and is not amendable.
If a speaker wants to “kill” a motion and never take it up, the motion is to postpone indefinitely (Step 2); it is debatable.
If a speaker wants to delay until a specific time later in the meeting or in the agenda of a subsequent meeting, the motion is to “postpone” (Step 5); it is debatable.
Previous Question
The “Previous Question” is a motion to call for a vote on the motion currently on the floor.It requires a 2/3rd vote, and is not debatable.
Disruption
During debates, don’t:• Talk to others while someone has the
floor• Walk around the room• Disrespect the rulings of the chair
Comments
When you have the floor, address your remarks to the chair
Confine your remarks to the merits of the motion on the floor
Do not discuss the personality or motives of individual members.
Corrections
If, during debate, you hear information that you know is inaccurate, you have the right to call attention to the erroneous information and share the accurate information with the group. Of course, be polite, and make sure you have recognition from the chair. Don’t
just shout out “You’re wrong!”
Interruptions
• It’s rarely in order to interrupt another speaker, and never to do so to challenge a point raised or to shout the person down or otherwise prevent the person from speaking
• The Chair, however, can interrupt other speakers
• If the chair interrupts you, give him/her the benefit of the doubt. Stop talking and listen to
what the chair says.
Precision Make sure the motion states exactly
what you want the organization to do“I move that we form a committee to
investigate buying computers for the Poli Sci Department” vs.
“I move that we form a committee to purchase computers for the Poli Sci Department
Precision“I move that Local 1839 host a party Saturday
to honor the Poli Sci faculty” vs.
“ I move that Local 1839 host a party Saturday in the Gothic Lounge and members should bring food and drink so the Local doesn’t have to spend any money”
PrecisionOnly make motions you agree with
Remember, you can’t speak against your own motion
Make Positive Motions“Don’t make negative motions”
For example“I move that we do not oppose the purchase of
computers for the Poli Sci faculty” vs.“I move that we support the purchase of
computers for the Poli Sci faculty.”
Precision
Put Your Motion in Writing• It’s much easier for members to stay
clear about what exactly is being moved. Otherwise you’re stuck with the secretary’s version of what you moved.
• It keeps you focused on what your saying and prevents you from wandering in your talk.
• May help calm nerves a bit too
Ownership Knowing who owns something helps understand
what can be done with that thing. In general, we need to get permission of the owner of an object before using that object.
Once the chair reads the motion, and it becomes the group’s, the original mover can no longer change the wording on his/her own, or withdraw the motion.
Only the group can give permission to do any of those things
OwnershipFor example:
Suppose “A” moves that Local 1839 purchase computers for the Political Science Department. It’s seconded and read by the chair. During the debate “B” asks “A” if he would add “Macbook Pro laptops” to the motion.
Can “A” say “sure, great idea!” and change the wording at
that point?
Answer: No. We must vote on that
Ownership
For example: Suppose “A” decides it’d be better for Local
1839 to buy MiniCoopers for the Political Science Faculty and he wants to withdraw his motion on the laptops.
Can A pull the motion from the floor at the point?
Answer: No. We must vote on that
Amendments When a main motion is pending or on the
floor, members can make changes to it, that is, they can “amend” it, in order to craft a motion that reflects the will of the membership.
Any member can move to amend a motion
The original mover of the motion cannot unilaterally determine whether or not an amendment is acceptable (there are no “friendly amendments”)
Amendments Rules on Amendments:
A member must gain the floor to make an amendment
The amendment must be seconded The amendment itself can be amended (that’s
called a secondary amendment; secondary amendments can’t be amended however).
Acceptance requires a majority vote
Amendments Amendments that are out of order:
Those that do not relate to the motion (are not “germane” to the motion)
For example:In the motion to buy computers for the Political Science faculty, “B” moves to amend the motion to add that Local 1839 should change it’s name to the “Political Science Department Boosters, Local 1839.”That amendment, though admirable and intelligent, would be out of order since it does not deal with the issues of the main motion
Amendments Amendments that are out of order:
Those that are the same as a negative vote on the motion.
For example:In the motion to buy computers for the Political Science faculty, “C” moves to amend the motion to add “not” in front of “buy” so that the motion now reads that “Local 1839 should not buy computers for the Political Science faculty.”
Amendments Amendments that are out of order:
Those that are dilatory or foolish.For example:
In the motion to buy computers for the Political Science faculty, “D” moves to amend the motion to add “and Local 1839 officers should deliver the computers to the Political Science faculty while hopping on their left foot.”
Amendments
Amendments that are out of order: Those that would make the motion
incoherent.For example:
In the motion to buy computers for the Political Science faculty, “E” moves to amend the motion to add “all Political Science Department faculty except those teaching courses in the political science department.”
Announcement
Which side has the vote? For this, depending on the kind of vote,
taken, give as much information as possible.
For example:“There are 10 votes in favor of the
motion, and 6 votes against the motion; the ayes have it.”
Announcement
Whether the motion passed or failed? Simply state”The motion is adopted” or “The
motion is defeated.” This can seem silly and a waste of time, but
some votes require a 2/3rds majority rather than a simple plurality.
To spare the membership calculating the impact of the results, it’s just easier for the chair to announce what the vote meant for the motion.
Announcement
Effect of the vote The chair should just summarize what
the body has just decided to do with its vote.
For example:“We will be buying MacBook Pros for the
Political Science faculty.”
Announcement
The next step Remember, the role of the chair as
presiding officer is to facilitate business; to make sure things get done
This step helps keep the group focused on the agenda and the order of business
The idea is to prevent or limit wasted time
Debate Example “A” makes the motion to buy computers for the
Poli. Sci. faculty.” (Step 1). The motion is seconded. Open for debate.
“B” offers an amendment to make it “buy MacBook Pro laptops.” The motion is seconded (Step 3a). Open for debate on the amendment.
“C” thinks we should get the best MacBook Pro and amends it to be “MacBook Pro with 20 inch screen.” The motion is seconded (Step 3b). Open for debate on the amendment to the amendment.
Debate Example• “D” thinks we should take time to think about
the purchase, and moves that we postpone the motion until the next meeting (Step 5). The motion is seconded. Open for debate.
“E” thinks the matter should first be studied by a committee, and moves to refer the motion to the Finance Committee (Step 4). Ruled out of order by chair
What is the immediately pending motion?
Debate Example• “D” motion to postpone and we would
debate and vote. Then we would move to the C
amendment to the amendment. Then to the B amendment Then to the A motion.
Debate Example
But note that we can go up and down the ladder. If after the “D” motion to postpone fails, “E” still wanted to refer to committee, she could move to do so and that motion would take precedence over the “C” amendment motion.
Voting Procedures Robert’s Rules allows for a variety of
voting procedures including:General Consent
Presiding officers says “If there is no objection to [whatever business is at hand]”
Presiding officer pauses to allow for objection
If hearing none, the 6 steps for handling motions can be skipped.
Voting ProceduresGeneral Consent
For example At the end of the meeting, when folks are
packing up, the chair could say “If there is no objection, the meeting is adjourned. [pause]. Hearing none, the meeting is adjourned”
If a single member objects, however, then a more formal method of voting must be adopted
Voting ProceduresVoice Vote
This is the most common form of voting, used when there is near agreement, but not certain of unanimity.
For example The presiding officer says “all those in favor
say ‘Aye.’ [pause] Those opposed say ‘No.’” After the vote is taken, the chair declares “the
motion has passed” or “the motion has failed” or “the ayes have it” or “the nays have it.”
If a member disputes the result, she has the right to request to have the vote clarified with an uncounted “rising vote.”
Voting ProceduresRising Vote
Similar to a voice vote, except the chair asks those in each camp to stand rather than speak.
For example The presiding officer says “all those in favor,
please rise. [pause] All those opposed, please stand.”
It’s usually easier to see the results than hear them (where one faction may just yell louder)
To request a rising vote, a member calls for a “division of the assembly.”
Voting ProceduresHand Vote
This is the familiar raise your hand to vote. It is best confined to small assemblies where everybody can clearly see everybody else.
For example The presiding officer says “all those in favor,
please raise your hand. [pause] All those opposed, please raise your hands.”
Voting ProceduresBallot Vote
Sometimes (for example on elections for office or when public pressure may prevent members from expressing true preferences in public) the membership may desire a secret ballot to keep voter preferences protected
For example A motion to request a ballot vote requires a
majority vote for adoption and implementation The presiding officer says “mark you ballots”
followed by instructions as to where to deposit them or how they will be collected.
Voting ProceduresRoll Call Vote
This is the opposite of a secret ballot in that members are called individually and asked to publicly state their vote for or against the motion.
For example The presiding officer says “the secretary will now call
the roll,” at which time the secretary begins reading the roll in alphabetical order by surname.
When called, members rise and say “Yes” [for], “No [against], “Present” [abstain] or “Pass.”
If a vote is “Pass” that person can vote before the final vote is tallied.