Parliamentary Procedure

By Jason Fossum

Robert’s Rules: The who, what, and why of these rules.

Rights and responsibilities for you as a meeting participant.

Rights and responsibilities of the meeting chair.

How to handle main motions. Other commonly used motions.

Overview

Henry Robert published the first set of his rules in 1876.

He was so upset after his poor performance running a church board meeting that he vowed to learn about parliamentary procedure.

The rules were loosely based off those of the US House.

Robert’s Rules are not meant to be used by legislative bodies.

Robert’s Rules

Why it is important to understand Robert’s Rules:◦ Most commonly used meeting procedures.◦ Business meetings are quite common in

life.◦ Can help you get your way!◦ Will allow you to help others.

These rules are set around a couple of key points.

Robert’s Rules

Key principles behind the rules:◦ Allow open and honest discussion in a

professional, controlled manner.◦ Allow for the efficient disposal of business

on your agenda.◦ Allow the minority opinion to be heard. ◦ Allow the majority to ultimately rule.

Robert’s Rules

You have some rights and responsibilities.

You have a right to:◦ Express your opinion (to a point).◦ Make motions◦ Vote on motions (under most

circumstances).◦ To be treated respectfullly

As a meeting participant…

You have some responsibilities:◦ To act professionally.◦ To understand he rules and follow them.◦ To help others understand and follow the

rules.◦ To allow others to have their say.

As a meeting participant…

The chair of the meeting often holds the key to the effectiveness of your business.

The chair has some rights and responsibilities just like other members.

Their rights often depend on the organization’s by-laws.

The meeting chair….

Responsibilities of the chair:◦ Impartial application of the rules.◦ Guarantee open and respectful discussion.◦ Set the agenda.◦ Ensure the agenda is adhered to in the

meeting.◦ Controlling the flow of the meeting from

start to finish.◦ Answering questions when appropriate.◦ Only applying the rules as strictly as

needed to get the job done.

The meeting chair…..

Rights of the chair (Vary by organization type and governing documents):◦ To set the agenda (with approval by the

group).◦ To enter into debate (under certain

circumstances).◦ To vote (under certain circumstances).

The meeting chair….

Call to Order Roll Call (to establish quorum) Approval of minutes Approval of the agenda Reports Old business

◦ Technology fee New business

◦ Student life fee increase◦ Tuition consultation update

For the Good of the Order Adjournment

Sample Agenda

Main motions seek to directly dispose of business on your agenda.

These are the most commonly used motions in Robert’s Rules.

Amendments will seek to change the main motion in some way.

Using the logical precedence of motions will help you better handle your business!

Handling main motions

There are four categories of motions in Robert’s Rules:◦ Main motion◦ Subsidiary motion: are used to change how a

main motion is handled or debated (amendment is most common of this category).

◦ Incidental motion: purpose is to allow for questioning of procedure (point of order is most common).

◦ Privileged motion: are used to bring other business, usually unrelated to the main motion before the body (lay on the table is a common motion in this category).

Handling motions

Lay on the Table: allows for temporary set aside of your main motion.

Postponement: allows for longer term set aside of debate on the main motion.

Previous Question: allows for the immediate end to debate on the main motion and forces a vote.

Division: allows for clarification on the result of a voice vote.

Reconsider: allows for further debate on an issue that has already been acted upon.

Commonly used motions….

Questions?