QFA President’s Academy Introduction to Robert’s Rules of Order Newly Revised Expands on the information in the Chapter Operations Manual

History General Henry Martyn Robert – US Army Engineer First edition published February 9, 1876 Sarah Corbin Robert – daughter-in-law continued with Revised edition Henry M. Robert III – grandson wrote most recent edition (2000 Newly Revised)

EFFICIENCY EQUAL RIGHTS Purpose EFFICIENCY noun, plural ef·fi·cien·cies. 1. the state or quality of being efficient; competency in performance. 2. accomplishment of or ability to accomplish a job with a minimum expenditure of time and effort: The assembly line increased industry's efficiency. EQUAL RIGHTS

Constitution and Bylaws Now used as only “Bylaws” May define quorum Prescribes how the society functions Includes all rules that the society considers so important that they (a) cannot be changed without previous notice to the members and the vote of a specified large majority (such as two-thirds vote), and (b) cannot be suspended (with some exceptions) Names the parliamentary authority Overrules Robert! Highlights of what Bylaws are…. Exceptions for suspension are clauses that provide for their own suspension under specified conditions…) Know and understand your Bylaws

Rules of Order Written rules of parliamentary procedure formally adopted by an assembly or an organization Relate to orderly transaction of business in meetings and to duties of officers in that connection The object is to facilitate the smooth functioning of the assembly and to provide a firm basis for resolving questions of procedure that may arise Overrule Robert! Convention rules of order in the book ! Require either (a) previous notice and a two-thirds vote or (b) a vote of a majority of the entire membership Standing Rules – not convention – (1) which are related to the details of the administration of a society rather than to parliamentary procedure, and (2) which can be adopted or changed upon the same conditions as any ordinary act of the society. Ex. Setting the hour at which the mtgs begin. Majority vote without previous notice. Standing Rules – convention – usually contain both parliamentary rules and nonparliamentary rules and apply to that convention only (develop over time so there are usually no changes after a while)

Deliberative Assembly Local assembly of an organized group – acts for the total membership in the transaction of it business i.e. Chapter meetings Convention – an assembly of delegates chose, normally for one session only, as representatives of constituent units or subdivisions of a much larger body of people in whose name the convention sits and acts Board – an administrative, managerial, or quasi-judicial body of elected or appointed persons Deliberative Assembly – the kind of gathering to which parliamentary law is generally understood to apply. There are additional deliberative assemblies beyond this list (mass meetings, legislative bodies) – these apply to us

Minimums for a Meeting Quorum – minimum number of members who must be present at the meetings of a deliberative assembly for business to be legally transacted Officers - Presiding officer and Secretary Presiding officer – conducts the meeting and sees that the rules are observed Secretary – makes a written record of what is done Quorum req’t is a protection against totally unrepresentative action in the name of the body by an unduly small number of persons. Meeting is different than Session, whereas a session may consist of one or more meetings

Roles and Responsibilities President - conducts the meeting and sees that the rules are observed, impartial, third person Officers – submit agenda items ahead of time and provide accurate, yet brief, reports Secretary - makes a written record of what is done Members – submit agenda items ahead of time and actively participate, address the presiding officer only All – ensure an environment of respect; address motion, not the individual President or presiding officer – speaks in third person, the chair recognizes blah Officers – all officers should have a report every meeting (ex. Recruitment during non-recruitment season) Secretary – done, not said All – respect also means keeping quiet while others speak, paying attention, being engaged in the meeting, speaking on the topic at hand Our Chapter Operations Manual does allow for a Parliamentarian to keep order, if you have that position

Chapter Meeting Agenda Resolution, Oath and Creed Roll Call Officer Reports – start with President Old Business New Business Close Meeting

Conducting Business Call to Order – once quiet “The meeting will come to order” (not part of the order of business) Reading and Approval of Minutes Reports of Officers, Boards, and Standing committees (permanently established) Reports of Special Committees Special Orders – matters with previous special priority Unfinished Business and General Orders – matters previously introduced which have come over from the preceding meetings New Business – matters initiated in the present meeting The focus is on parliamentary procedure, so it skips steps unique to us Additional “Calls to order” may occur during the order of business, after a recess or a specified adjournment Special committees exist until their specific task is completed A convention commonly adopts its own order of business - ours in NC&B (aka Program)

Means to Bring Business Before the Assembly Motions – formal proposal by a member, in a meeting, that the assembly take certain action Main – Original and Incidental Subsidiary Privileged Secondary Motions Incidental Motions that bring a question again before the assembly The type of motion will determine whether it requires a second, is debatable, is amendable, the vote required to adopt and whether it can be reconsidered Most common is the main motion Only one question can be considered at a time;

Means to Bring Business Before the Assembly After being recognized by the Chair and obtaining the floor – “Madam President, I move to ….” or “…I offer to …..” Another member “seconds” the motion – a member agrees to bring it before the assembly (no “second” ends the motion here) The chair states the question of the motion – NOW the motion is pending and before the assembly or “on the floor” and open for debate. “It is moved and seconded that…[repeat the motion].” In the Business Session, it is important to state your name and chapter before speaking (after being recognized) You do not have to support a motion to second it, in some cases you may want it to go to vote to officially reject the proposal The chair must ask for a second if one is not forthcoming, but it is still not required

Making a Motion Be prepared with the exact words Speak slowly and clearly for recording – you may write it down for the Secretary Discussion happens after the motion is “on the floor” May modify the motion or withdraw it prior to the chair stating the question “Madam Chairman, I would like to ask if the member would be willing to withdraw her motion in view of….” before the chair states the question Discussions can and should happen prior to the meeting, outside of the formal setting Modifications should be limited to changes that are likely to be generally acceptable to the members present – would not bring debate If modified, seconder (not a word) has a right to withdraw their second. But the person who recommended the modification has in effect seconded the motion, so no other second is necessary If maker withdraws motion, “the motion is withdrawn” and move on (member would not wait to be recognized)

Motions Only one question can be considered at a time; once a motion is before the assembly, it must be adopted or rejected by a vote, or the assembly must take action disposing of the question in some other way, before any other business (except certain matters called “privileged questions”) can be brought up Secondary motions – can be made and considered while a main motion is pending; if “in order” it must be acted upon or disposed of before direct consideration of the main question can continue Main motion can only be made when no other motion is pending

Main Motions Original – ranks lowest in the order of precedence of motions Incidental – takes precedence over main motion and any other motion pending. These have no rank among themselves. Different from incidental motions Rarely distinguish between the two – differ principally in the nature of their subject matter Main motion can only be made when no other motion is pending

Secondary Motions Made, seconded and stated by chair like main motions Privileged motions – rank above all other motions Call for the Orders of the Day – agenda is not followed Raise a Question of Privilege – inadequate ventilation, confidential item in the presence of guests Recess* Adjourn* Fix the Time to Which to Adjourn* *Corresponding incidental main motions Listed in ascending order of rank Questions of privilege can be brought up while no motion is pending and are treated like main motions

Secondary Motions Subsidiary motions – assist assembly in treating or disposing of a main motion Postpone Indefinitely* Amend* Commit or Refer it to a committee* Postpone to a Certain Time, Postpone Definitely, Postpone* Limit or Extend Limits of Debate* Previous Question – close debate (“call the question”) Lay on the Table *Corresponding incidental main motions Some of them may be made while another member has the floor Listed in reverse order of rank – each one ranks above the motion listed above it, all rank above the main motion. Multiple secondary motions may be pending at the same time, must address most recent motion

Secondary Motions Incidental motions – deal with questions of procedure arising out of: (1) commonly, another pending motion; but also (2) sometimes, another motion or item of business (a) that it is desired to introduce, (b) that has been made but not yet been stated by the chair, or (c) that has just been pending Point of Order – breach of rules Appeal Suspend the Rules Objection to the Consideration of the Question Division of a Question – separate a motion Requests and Inquiries etc No order of precedence Most incidentals are undebatable These can be very confusing since they are applicable in its own type of special circumstance Some correspond to incidental main motions

Requests and Inquiries Parliamentary Inquiry – request the chair’s opinion on a matter of parliamentary procedure as it relates to the business at hand (chair responds) Point of Information – inquiry as to facts affecting the business at hand (chair responds) Request for Permission (or Leave) to Withdraw or Modify a Motion – after it has been stated by the chair Request to Read Papers Request for Any Other Privilege The first 2 are responded to by the chair or a member directed by the chair. The rest are granted by the assembly

Motions That Bring a Question Again Before the Assembly Four motions that can only be made while no other business is pending Take from the Table Rescind or Repeal or Annul; another form of same is Amend Something Previously Adopted Discharge a Committee Reconsider Must not violate principles of parliamentary law Recommend researching these more in depth prior to their use

Amending a Motion Modify the wording, and within limits the meaning, of a pending motion before it is acted upon Its adoption does not adopt the motion thereby amended; that motion remains pending in its modified form Rejection of a motion to amend leaves the pending motion as it was, no change Must always be germane – closely related to or having bearing on the subject of the motion to be amended. No new subject can be introduced When amending bylaws or something already adopted, the motion to Amend is no longer a subsidiary motion, but a main motion Most widely used subsidiary motion

Amending a Motion Takes precedence over the motion that it proposes to amend Can be applied to any main motion Is out of order when another has the floor Must be seconded Is debatable when applied to a motion that is debatable Is generally amendable – the secondary amendment is not, an amendment of the third degree is not permitted Requires only a majority vote Can be reconsidered

Amending a Motion Insert/Add words or paragraphs Strike out words or paragraphs Combination of the above Strike out and insert words Substitute paragraphs or the entire text

Debate Chair - “It is moved and seconded that…[repeat the motion].” The chair should look to the maker of the motion to see if they wish to be assigned the floor No debate if nobody has any comments Each speaker must be recognized by the chair – address comments to chair, be courteous Each member has the right to speak twice on the same question on the same day – cannot make a 2nd speech on the same question so long as any member who has not spoken on that question desires the floor Debate does not close as long as any member who has not exhausted her right to debate desires the floor Cards – red is against (con), green is for (pro), yellow is ???? (alternate between pro and con, if used) Maker has right to speak first No personal notes/comments, no attacks on people or motives Except in small boards or committees, the chair does not enter the debate

Limits to Debate No one can speak longer than permitted by the rules of the body – if no rule on time exists, then ten minutes is the limit Keep on topic ! Unanimous consent – no opposition in routine business or on questions of little importance, “If there is no objection….”, an objection requires that the full process be followed. Still requires the presence of quorum. Applies to actions or motions that require two-thirds vote That 10 minutes is long, recommend you establish limits – Rules of Order. Can suspend the limit with two-thirds vote is it is important topic Unanimous consent – aka general consent, assumes there is no minority to protect. Can be done before stating the question and putting to vote or it can even be used without the formality of a motion “Is there a motion to….” Often used to approve minutes. Could be used to extend limit on debate for a speaker. Does not imply that all are in favor.

Voting Chair “puts the question” or puts it to a vote – may ask “Are you ready for the question?” Wording must be same as recorded in minutes Chair should make sure the members understand the effect of an “aye” vote and of a “no” vote Normally by voice – if results are inconclusive, use a rising vote. A show of hands may be used in lieu of the voice vote in smaller assemblies Chair calls first for the affirmative vote, then the negative vote – do not call for abstentions Majority – more than half, excluding abstentions Voting by voice is the regular method of voting on any motion that does not require more than a majority vote for its adoption. Rising vote should be standard method for motions requiring two-thirds vote for adoption. Majority = if 19 votes are cast, a majority is 10 If 20 votes are cast, a majority is 11 (same for 21 votes cast)

Voting Voice - “The question is on the adoption of the motion to…[repeat the motion]. Those in favor of the motion, say aye. [Pause for response,]…Those opposed, say no.” Stand - “The question is on the adoption of the motion to…[repeat the motion]. Those in favor of the motion, please rise (or stand)…..Be seated…Those opposed, please rise (or stand)….Be seated.” Show of hands – “….please raise your right hand….”

Chair’s Vote As a member of the assembly, the chair has same voting rights as any other member The chair can, but is not obliged, to vote whenever her vote will affect the result Only one vote - do not get to vote as member and as officer If a v

Voting Results Chair announces result immediately after putting the question Voice – “…The ayes have it and the motion is adopted (or “agreed to” or “carried”)...” Standing or show of hands – “…The affirmative has it and the motion is adopted….” Count ordered – “…There are 29 in the affirmative and 33 in the negative. The negative has it and the motion is lost…” Requires two-thirds – “…There are less than two-thirds in the affirmative and the motion is lost...” If a voice vote is inconclusive the chair may immediately call for a rising vote Division of the Assembly – any member may call “division” which requires a voice vote to be taken as a rising vote. Up until another the question is stated on the next motion. In small assemblies, where all present can clearly see everyone else, an inconclusive voice vote my sometimes be verified satisfactorily by a show of hands if no member objects. A show of hands is not a division.

Adjourn Adjourn – to close the meeting Is not tied to any motion Is out of order when another has the floor Must be seconded Is not debatable Is not amendable Requires a majority vote Cannot be reconsidered When an adjournment does not close a session (when an adjourned mtg has been set, or in any mtg of a convention except the last one): Business is immediately resumed at the next mtg at the point where it left off, except that there may first be brief opening ceremonies or similar

Questions???