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

Robert’s Rules of OrderBackground

◦ 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

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

OriginsCreated by General Henry M. RobertFirst 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/

THE BASICS

PrinciplesJustice and courtesy to allDo only one thing at a timeThe majority rulesThe minority has the right to be

heard.

Methods for SuccessUse the rules to

◦Accomplish a goal, not obstruct it.◦Ensure the will of the participants are

correctly expressedMake sure each member is

treated fairly.Maintain order!

Meeting ParticipantsChairmanSecretaryMembers

More later on their roles.

MOTIONS

MotionA 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.

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

AmendmentsUsed 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.

Precedence of Motions

Privileged

Incidental

Subsidiary

Main

Incre

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reced

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Subsidiary MotionsMotions 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

Incidental MotionsMotions 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

Privileged MotionsMotions 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

Key ConceptsFour classes of motions

◦Main◦Subsidiary◦Incidental◦Privileged

Motions have an order of precedence ranging from lowest (main) to highest (privileged)

RUNNING A MEETING

Meeting ParticipantsChairmanSecretaryMembers

President / ChairmanKeep order at meetings.Be fair and impartial.Protect the rights of all members.

Usually President of organization but can be elected / appointed.

SecretaryKeeps 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.

MembersMembership 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.

Standard Order Of BusinessChairman 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.

Taking MinutesCall To OrderQuorum

◦ Members in attendance.Approval of MinutesOfficer and Committee

ReportsSpecial 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 DetailsSignature of SecretaryApprovals and

Corrections of Minutes

QUESTIONS

Reference MaterialGood 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

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

glenn.walker@dotconsultant.net