1. Understanding Basic Parliamentary Procedure using Robert’s Rules of Order
A simple way to conduct and participate in meetings.
Dean Aakre
4-H Youth Development Specialist
I am Dean Aakre, 4-H Youth Specialist in the Center for 4-H Youth Development. Welcome to Understanding Basic Parliamentary Procedure using Robert’s Rules of Order – While there are many ways to conduct parliamentary procedure. Today we will look at using Robert’s Rules of Order as it is the most commonly used guide for conducting meetings.

2. Parliamentary Procedure
Defining parliamentary procedure Parliamentary procedure is the structure in which business is to be conducted by an organization
Robert’s Rules of Order
Parliamentary procedure is simply the structure used by an organization to conduct business in an orderly manner. The parliamentary procedure used for most organizations is outlined in the by-laws.
Robert’s Rules of Order is one of many procedures which might be used and what we will focus on today.

3. Parliamentary Procedure
Recommended Resource
Roberts Rules of Order Newly Revised, 11th Edition
If you plan to use Robert’s Rules of Order, consider purchasing the newly revised Robert’s Rules of Order. The current edition is the 11th.

4. Parliamentary Procedure basic principles of Robert’s Rules of Order
Discuss one topic at a time
Each idea is entitled to full consideration
All members are treated with courtesy
The rule of the majority is carried out and the rights of the minority are respected
The basic principles of Robert’s Rules of Order are simple and strait forward. They are 1) Discuss one topic at a time, 2) Each idea is entitled to full consideration, 3) All members are treated with courtesy and their opinions matter, 4) The rule of the majority is carried out, but the rights of the minority is respected. Let’s look at each of these one at a time.

5. Robert’s Rules of Order Discuss one topic at a time
Efficiency requires we focus on one decision at a time
The topic (motion) under discussion can be modified through a process we call amendments
Each item, whether a main motion or an amendment is discussed and voted on separately.
The basic principles of Robert’s Rules of Order are simple and strait forward. They are 1) Discuss one topic at a time,

6. Robert’s Rules of Order Each idea is entitled to full consideration
Consideration of a motion (idea) is granted when at least two members think it deserves discussion – that is why a motion must be seconded
Every member who wishes to speak to a motion is granted that opportunity.
2) Each idea is entitled to full consideration. While each organization can set their own guidelines, Robert’s Rule of Order directs the debate to allow all members the opportunity to speak before any member gets their second chance to speak. And generally only two times for a particular motion (in one day).

7. Robert’s Rules of Order All members are treated with courtesy
The member making the motion is given the opportunity to speak first
When possible, the chair should alternate speakers between “for” and “against”
When discussion ends, a vote is taken
Any member has the right to request a counted ballot
3) All members are treated with courtesy and their opinions matter,

8. Robert’s Rules of Order The rule of the majority and the rights of the minority are respected
Generally, a majority of the votes will pass the motion
Sometimes a motion will require more than a simple majority – whenever the rights of some are being limited – most often this will be a 2/3 majority
3) All members are treated with courtesy and their opinions matter,

9. Common Motions
Type of Motion
Second required
Debatable
Amendable
Vote
When to use or not to use
Other notes
Adjourn
Yes No
Majority
May be made at any time, except when another has the floor
Privileged motion
Lay on the Table
Use when the intent is to return to the motion in the same meeting. Do not use when intent is to delay action to another meeting
Subsidiary motion
Previous question
Two-thirds, limiting the rights of others to debate
Use to ask the assembly to stop debate and go to a vote.
Subsidiary motion.
Requires a vote taken and if affirmative brings the matter being discussed to a vote.
Postpone definitely
Use for the purpose of delaying a decision on the impending matter to another assigned time
Refer to committee
In order during discussion of a pending motion, except when another has the floor
Subsidiary motion,
unless made to address
a matter that is not pending
Division of the (House) assembly
No vote
It is a call for verification of the vote taken and may be called for when another has the floor
Incidental motion
Committee reports
Dispense with reading of the minutes
Use when minutes have been provided in written format
Amendment
Yes, if motion is debatable
Use to change a specific part of a motion or an amendment
Main motion
yes
(in most situations)
Use to bring an item up for action. Can not be made when another motion is on the floor
Has lowest rank
Keeping a chart or table of common motions close at hand can be very beneficial to the presiding officer. Something like this sample can help you decide if a motion is in order and proper, if can be debated, amended and what kind of vote is required for passage.

10. Parliamentary Procedure Combining meetings of consensus with Robert’s Rules of Order
Many meetings work by
discussion until consensus
is reached.
Even with this framework, a motion is presented to capture the consensus of the group and presented for official action.
As valuable as Robert’s Rules of Order is for defining the process, many meeting use a combination of “Consensus” and Robert’s Rules. As long as this is a permitted procedure for an organization, it can work just fine. It is in fact a good way for youth to begin to understand how to participate in meetings. In this process, a topic is placed before the organization for discussion. The discussion often leads to a general consensus of how to deal with the topic and then a motion is presented that reflects the wishes of the group. Obviously, when this method is used, most motions will pass because the group has arrived at a generally accepted decision before the motion is made.

11. Robert’s Rules of Order Specific Questions
We may not know what our questions are until an issue comes up in a meeting. We will have the opportunity to discuss some of these at your next orientation session.
Think about and bring specific questions for discussion.
For example, we can talk about topics like: 1) When a second is not needed, 2) what to use when we should delay decision on an issue, or 3) what is a privileged motion?

12. Use Robert’s Rules of Order for a simple way to conduct and participate in meetings.
For example, we can talk about topics like: 1) When a second is not needed, 2) what to use when we should delay decision on an issue, or 3) what is a privileged motion?
April 2016