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 Special Meeting Annual 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 Documents Federal Laws State Laws Articles of Incorporation 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) Bylaws Special Rules of Order Parliamentary authority Standing Rules 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) “A member makes a motion Another member seconds the motion The chair states the motion, formally placing it before the assembly The members debate the motion The chair puts the [motion]…to a vote 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 Motions Fix the Time to Which to Adjourn Adjourn Recess Raise a Question of Privilege Call for the Orders of the Day Lay on the Table Previous Question Limit or Extend Limits of Debate Postpone to a Certain time Refer to a Committee Amend an Amendment Amend the Main Motion Postpone Indefinitely 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 Using clickers 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)

Agendas Reading and Approval of Minutes Executive Board, Committee, and HC Reports Special Orders (Guest Speakers) Unfinished Business and General Orders General Orders—postponed motion Unfinished Business—NOT “Old Business” 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 bswope@falcon.bgsu.edu

Please divide into six equal teams  Review Activity Please 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