Parliamentary procedure overview

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Overview of Roberts Rules of Order

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Parliamentary procedure overview

  1. 1. Robert’s Rules of OrderThe Basics<br />Glenn Walker, B.Comm. (85)Distinguished Toastmaster<br />
  2. 2. Robert’s Rules of Order<br />Background<br />Origins<br />Principles and Methods<br />Motions<br />Defined<br />Order of Precedence<br />Types<br />Running a Meeting<br />Meeting Roles<br />Standard Order of Business<br />Taking Minutes<br />Wrap Up and Questions<br />
  3. 3. 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<br />
  4. 4. Origins<br />Created by General Henry M. Robert<br />First Edition “Pocket Manual of Rules of Order for Deliberative Assemblies”February 19th, 1876<br />Personal bad experience chairing a church meeting led him to write the rules.<br />Resolved to learn how to run a meeting effectively.<br />Loosely based on rules used by US House of Representatives<br />Other variations exist.<br />Canadian Parliament - http://www.parl.gc.ca/<br />US Congress - http://thomas.loc.gov/links/<br />
  5. 5. The Basics<br />
  6. 6. Principles<br />Justice and courtesy to all<br />Do only one thing at a time<br />The majority rules<br />The minority has the right to be heard.<br />
  7. 7. Methods for Success<br />Use the rules to <br />Accomplish a goal, not obstruct it.<br />Ensure the will of the participants are correctly expressed<br />Make sure each member is treated fairly.<br />Maintain order!<br />
  8. 8. Meeting Participants<br />Chairman<br />Secretary<br />Members<br />More later on their roles.<br />
  9. 9. Motions<br />
  10. 10. Motion<br />A motion is a formal proposal by a member, in a meeting, that the assembly take certain action.<br />It all starts with the Main Motion which is used to introduce business.<br />All other motions are largely procedural.<br />
  11. 11. Main Motions<br />Used to place a matter on the floor for discussion.<br />Usage:<br />Member rises and is recognized by the chairperson<br />Member states motion and sits down.<br />If another member seconds the motion:<br />Chairman will restate the motion to formally place it on the floor for discussion.<br />Chairman will open floor to discussion (usually, as a courtesy, the mover is allowed to rise first. Followed by the seconder. Then others.)<br />Chairman controls discussion and should strive to ensure that both the proponents and opponents of a motion are heard.<br />When it is apparent that discussion is complete, the Chairman will call a vote of those in favor followed by those opposed.<br />Chairman declares the result of the vote<br />
  12. 12. Amendments<br />Used to make changes to a motion being discussed.<br />Just like a motion it must be made, seconded, discussed and voted on before discussion of the item it interrupted can continue.<br />Basic formats include:<br />to add the words<br />to delete the words<br />to substitute the words<br />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)<br />Amendments can only be made to a main motion or a proposed amendment to a main motion.<br />
  13. 13. Precedence of Motions<br />Increasing Precedence<br />
  14. 14. Subsidiary Motions<br />Motions that deal directly with the matter currently on the floor for discussion.<br />Subsidiary Motions Include:<br />Amendment<br />Refer<br />Postpone to a certain time<br />Limit Debate<br />Lay on the table<br />Take from the table<br />
  15. 15. Incidental Motions<br />Motions that may or may not deal directly with the matter currently on the floor for discussion.<br />Includes:<br />Objection to consideration<br />Withdrawal of a motion<br />Suspend the rules<br />Appeal a decision of the chair<br />
  16. 16. Privileged Motions<br />Motions that do not relate to the motion on the floor, but deal with important procedural matters that must be dealt with immediately.<br />Includes:<br />Fix time of next meeting<br />Adjourn the meeting<br />Question of Privilege<br />Orders of the day<br />Rise to Point of Order<br />
  17. 17. Key Concepts<br />Four classes of motions<br />Main<br />Subsidiary<br />Incidental<br />Privileged<br />Motions have an order of precedence ranging from lowest (main) to highest (privileged)<br />
  18. 18. Running A Meeting<br />
  19. 19. Meeting Participants<br />Chairman<br />Secretary<br />Members<br />
  20. 20. President / Chairman<br />Keep order at meetings.<br />Be fair and impartial.<br />Protect the rights of all members.<br />Usually President of organization but can be elected / appointed.<br />
  21. 21. Secretary<br />Keeps the official records of the organization: minutes, committee reports, etc.<br />Makes records available to members.<br />Handles correspondence.<br />Reads / distributes minutes of meetings.<br />Records minutes of meetings.<br />If not present at a meeting, a fill-in can be appointed.<br />
  22. 22. Members<br />Membership has privileges:<br />Participant in the meeting.<br />Allowed to make motions.<br />Allowed to participate in debate on motions.<br />Allowed to vote on motions.<br />Bound by the rules of order.<br />
  23. 23. Standard Order Of Business<br />Chairman calls meeting to order.<br />Quorum is confirmed.<br />Chairman asks secretary to read minutes of previously conducted meeting.<br />Reports are requested from officers, and standing committee heads.<br />Reports from special committees.<br />Special Orders are handled.<br />Unfinished business (if any) is handled.<br />New business is handled.<br />Meeting is adjourned.<br />
  24. 24. Taking Minutes<br />Call To Order<br />Quorum<br />Members in attendance.<br />Approval of Minutes<br />Officer and Committee Reports<br />Special Orders - Elections<br />Position and Term<br />Nominations<br />Result of Ballot<br />Business Arising (if any)<br />Mover and wording of motion passed.<br />New Business<br />Mover and wording of motion passed.<br />Program and Announcements<br />Guest Speaker(s)<br />Previous Notice of Motions<br />Announcements<br />Adjournment Details<br />Signature of Secretary<br />Approvals and Corrections of Minutes<br />
  25. 25. Questions<br />
  26. 26. Reference Material<br />Good references …<br />Robert’s Rules of Order Newly Revised, 10th Edition<br />Robert’s Rules of Order Simplified and Applied, Webster’s New World<br />For fun …<br />Guerrilla Guide To Robert’s Rules, Nancy Sylvester<br />
  27. 27. Robert’s Rules of OrderThe Basics<br />Glenn Walker, B.Comm. (85)Distinguished Toastmaster<br />glenn.walker@dotconsultant.net<br />

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