1. Running a Meaningful Meeting with Roberts Rules of Order
Kathy Hall

2. What is Parliamentary Procedure?
• System for conducting business when working in a group that allows everyone is heard and to make decisions without confusion.
• Allows decisions to be made constructively and democratically.
• Basic principals and rules as to how we proceed through the decision process.
What is Parliamentary Procedure?

3. Order of Business 1. Call to order. 2. Roll call of members present.
3. Reading of minutes of last meeting.
4. Officer’s reports.
5. Committee reports.
6. Special orders --- Important business previously designated for consideration at this meeting.
7. Unfinished business.
8. New business.
9. Announcements.
10. Adjournment.
Order of Business

4. The Basics • One thing at a time • One person at a time
• One time per meeting
• Quorum
• Protect the absent
• What kind of vote needed
• Silence =consent
• Equal Rights
The Basics

5. Quorum • Count the warm voting bodies
• Cancel, End, take a break, try to get a quorum
• You can take action and ratify- careful
• Probably emergency situations.
Quorum

6. Who’s in Charge • By-laws clearly state
• President usually runs the meeting (Chair)
• Address Madam or Mr. Chair
• Call meeting to order, recognize quorum, recognize members to speak, process motions, expedite business, rule on points of order, conduct meeting fairly
Who’s in Charge

7. Making a Motion OBTAIN THE FLOOR MAKE YOUR MOTION WAIT FOR A SECOND
CHAIR STATES YOUR MOTION
EXPAND ON YOUR MOTION
THE CHAIR PUT S THE QUESTION
Making a Motion

8. 1. By Voice -- The Chairman asks those in favor to say, "aye", those opposed to say "no". Any member may move for a exact count.
2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required.
3. By General Consent -- When a motion is not likely to be opposed, the Chairman says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote.
4. By Division -- This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand.
5. By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired.
VOTING ON A MOTION

9. Good meetings require Allow motions that are in order.
Have members obtain the floor properly
Speak clearly and concisely
Obey the rules of debate.
Most importantly, BE COURTEOUS.
Good meetings require

10. Helpful Hints 1. Start off strong. 2. Set a clear intention.
3. Leaders speak last.
4. Acknowledge and validate
The person who asks the
questions is in control of the conversation.
6. Share and ask for feedback.
7. Set clear outcomes.

11. Helpful Hints
1. Obtain Written Agenda In Advance 2. Review The Attendee List 3. Manage The Meeting By The Clock 4. Use The “Parking Lot” To Manage Off Topic Discussions 5. Prewire Important Points and Decisions 6. Take Notes For Yourself 7. Follow Up On The Meeting

12. Support the Chair in conducting the meeting
Support the Chair in conducting the meeting. Welcome & introduce guest and speakers. Be on time; stay on task. Make your meetings worth their time. Make everyone welcome.
Helpful Hints