1. Robert’s Rules of Order: Answers to Some Common Questions
The National Exchange Club
Ken Roberts

4. Today’s Topics – FAQ Meetings Some Particular Motions Quorum Voting
Boards and Committees
Discipline

5. Meetings Regular Meetings Special Meetings Executive Session
Electronic Meetings

6. Regular Meetings
Normal meeting without special purpose or restrictions.
Generally at scheduled intervals (weekly, monthly, quarterly, etc.)
Slightly different from an Annual Meeting.

7. Special Meetings AKA a “Called Meeting”
Meeting called in accordance with Bylaws.
Meeting is for specific purpose which is outlined in the meeting notice.
Members must be given adequate notice.
It is restricted to the business specified in the meeting notice.

8. Executive Session
Meetings to deal with a sensitive or confidential issue.
Generally called by a Motion to do so.
Restricted to members, staff, employees and/or those invited.
Minutes of meeting are restricted to those present.
Violation of secrecy may be subject to disciplinary actions.

9. Electronic Meetings MUST BE AUTHORIZED IN THE BYLAWS.
Simultaneous aural communications.
Chat Rooms, , FAX, etc. are not recommended.
Electronic requirements for participation
Have rules for conducting
How to determine a quorum
How to conduct voting

10. Some Particular Motions
We assume you are familiar with normal motions, amendments, etc.
Previous Question
Objection to Consideration
Table a Motion
Motion to Reconsider
Rescind or Amend Previous Actions
Division of a Question

11. Previous Question
“Call for the Question” – Chairman should exercise sensitivity
“I move the Previous Question”
If seconded
Takes precedence
Not debatable nor amendable (except motion to table)
Requires 2/3 vote
End debate and call immediate vote.

12. Objection to Consideration
To completely avoid consideration or discussion of a particular motion.
Must be made before discussion has begun or it is too late.
No second is required.
Not debatable nor amendable
Requires 2/3 vote.

13. Motion to Table
To interrupt the pending business so as to do something else immediately.
Not amendable nor debatable
Only majority vote required
Alternatives:
Object to consideration
Postpone to a certain time
Postpone indefinitely
Commit or refer to …

14. Motion to Reconsider
To correct hasty or ill advised action or consider changed circumstances.
Only made by member previously voting with the prevailing side.
Can be seconded by any member
Majority vote required to pass
Within same meeting session
Can not undo completed action

15. Rescind or Amend Previous
Motion to change something previously adopted by the group.
Must be seconded and is debatable.
No limits on time or previous voting.
Requires 2/3 vote if adequate prior notice not given.
May be applied to subordinate groups (e.g. Executive Committee)

16. Division of the Question
To divide a motion with multiple parts so that each may be considered separately
Must be seconded
Not debatable, may be amended
Majority vote, can not be reconsidered
Some motions cannot be easily separated.
Series of dissimilar resolutions may be divided by request of member without voting.

17. Quorum The number of members necessary to validly conduct business.
Number of members present, not the number voting.
Generally set by the Bylaws or Rules
Quorum recognized by Chairman
Once established a quorum is presumed until noticed otherwise

18. Absence of a Quorum Adjourn Recess to get the necessary quorum.
Actions taken in the absence of a quorum are at risk.
Actions may be ratified by the Assembly later but there is no obligation to do so.

19. Voting Majority vote is more than one-half of the VOTES CAST.
Blanks and abstentions are not counted
Bylaws or Rules may dictate otherwise
Should abstain if conflict of interest.
Chairman voting (if member)
By ballot, as any other member
May break a tie or create one

20. Boards and Committees Executive Committee
May be empowered to act on behalf of the larger group.
Powers and authority generally defined in Bylaws or Rules
Actions generally may be overruled by the Assembly if not too late.

21. Ex-Officio Board Members
Members by virtue of position
Not counted in determining a quorum
Has the right to make motions and vote but no obligation to do so.

22. Small Boards and Committees
Members raise hand for recognition.
Motions do not need a second.
Member may speak multiple times.
Informal discussion may take place before a motion.
If proposal is perfectly clear, a vote may be taken without motion.
Chairman may discuss and vote.

23. Discipline
A group has the right to determine who may attend and participate.
Generally all members have the right to attend.
Nonmembers can be excluded by Chairman, by Rule, or by a motion.
Chairman must maintain control and good order.

24. Dereliction of Duty / Misconduct
Section 62 of Robert’s Rules of Order provides remedies for abuse of authority by the Chairman during a meeting.
There is also provision for the removal of officers from their office if necessary.

25. Not Covered Today
Today’s seminar has been limited to dealing with frequently asked questions about parliamentary procedures.
In the handbook you have been given the last half is a quick reference for your use. It contains many of the most common motions and how they are to be used.

27. Any Questions?