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

2. 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

3. 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

4. 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

5. 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

6. 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”

7. 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.”

8. 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.”

9. 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.”

10. 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

11. 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)

12. 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

13. 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

14. 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

15. 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

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

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

18. 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

19. 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

20. Western Electricity Coordinating Council
Questions
Kwin Peterson
Western Electricity Coordinating Council