Mastering Parliamentary Procedures with Robert’s Rules by Brandon Swope

Robert’s RulesPresented 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 • 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 • 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

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

Mastering Parliamentary Procedures with Robert’s Rules by Brandon Swope