Robert’s Rules of Order Kwin Peterson Records Program Specialist Western Electricity Coordinating Council

Robert’s Rules of Order Rules governing the running of meetings: Derived from English parliamentary procedure Generally govern the proceedings at formal WECC meetings Provide a common framework, vocabulary, and toolset A tool for the use of the body; they are meant to help you

Robert’s Rules of Order Why do we use Robert’s Rules of Order? Due process Enable everyone present to participate Make decisions with clarity Ensure that the majority decides but the minority is heard Facilitate meetings effectively

Robert’s Rules of Order When do we use Robert’s Rules of Order? Establishing quorum Approving the agenda Handling motions: debating, amending, voting, disposing Adjourning a meeting

Robert’s Rules of Order Quorum Generally addressed in the Bylaws or a committee’s charter If not specifically addressed, then a majority of members constitutes a quorum in most situations If a quorum is not present (and is required by relevant governance documents) then any substantive action taken is invalid Once a quorum is established, it may not carry through the meeting

Robert’s Rules of Order Main Motion Introduce an item of business for consideration Cannot be made if another Main Motion is on the floor Debatable and amendable Example “I move that the Standing Committee recommend to the Board of Directors that the policy be adopted.” “So moved”

Robert’s Rules of Order Subsidiary Change the main motion, or its handling Example “I move that ‘policy’ be capitalized and read ‘Policy.’” OR “I move to postpone the main motion until the next Standing Committee meeting in order to allow time for development of an accompanying white paper.”

Robert’s Rules of Order Privileged Bring up urgent, special, or important matters that are unrelated to the business on the floor Not debatable, and do not require a second Decided on by the Chair Example “I move that the Board enter a Closed Session to address the motion on the floor.”

Robert’s Rules of Order Incidental Related to the business on the floor Allow for a question of procedure, question or point of order Examples “Before voting on this motion, please clarify whether the Board directed the Standing Committee to develop a Policy as well as a plan to implement the Policy.” OR “Point of Order: the motion for Point of Information is not a debatable motion.”

Robert’s Rules of Order: In Practice Presenting a Motion A motion must have a second* The chair should state the exact wording of a motion before debate begins In Practice: Wait to be recognized by the chair Make a concise, affirmative motion Wait for a second

Robert’s Rules of Order: In Practice Debating the Motion Chair facilitates but does not enter into the debate while acting as chair Speakers must be recognized by the chair In Practice: Chair restates the motion and calls for discussion facilitates debate Mover may speak first Motion to limit or extend debate (2/3 majority required) Motion to end debate (2/3 majority required)

Robert’s Rules of Order: In Practice Amending the Motion Revisions are accomplished by amendments Re-state the main motion as amended Amendments must be addressed before returning to the Main Motion Adopting an amendment does not mean the main motion has been adopted In Practice Be recognized and state a concise amendment Wait for a second

Robert’s Rules of Order: In Practice Voting on the Motion Remember: Bylaws, Charter, Voting Procedures for Standing Committees, WECC Regional Standards Development Procedure Indicate how the vote will be taken Unanimous consent Placard/hand raising Roll call or paper ballot Chair only votes if his or her vote will break a tie, or if a ballot is used

Robert’s Rules of Order: In Practice Voting on the Motion – In Practice If debate occurs, a motion to close debate is needed Requires a second and a two-thirds majority vote, but unanimous consent is more common Note: If a participant calls the question, this is treated as a motion to close debate, requiring a second and a 2/3 majority vote If no debate occurs, then the chair asks “Is there any discussion?” or “Are we ready for the question?” “The question is on the adoption of the motion that…” Committee votes pursuant to the relevant process

Robert’s Rules of Order: In Practice Outcomes other than voting on the Main Motion Motion to Table A way to postpone the motion until a later time during the current meeting or a later meeting Motion to Postpone Indefinitely A way to terminate consideration of a motion

Kwin Peterson Corporate Records Specialist Meeting Minutes Kwin Peterson Corporate Records Specialist Western Electricity Coordinating Council

Meeting Minutes in General Not a transcript Not a substitute for being there Legal document that track actions Official history Western Electricity Coordinating Council

Meeting Minutes: Four Questions What actions were taken? Why were the actions taken? Who took the action? What follow-up is required? Western Electricity Coordinating Council

Meeting Minutes: Process Take notes Draft minutes from notes Review: technical writer, chair Post draft minutes Present to group for approval Make changes and post final Remove drafts Western Electricity Coordinating Council

Western Electricity Coordinating Council Questions Kwin Peterson kwin@wecc.biz Western Electricity Coordinating Council