Introduction to Robert's Rules of Order

Introduction to Robert's Rules of Order

Tool Q

 

What Is Parliamentary Procedure?

It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.

 

Members express themselves in the form of making motions. A motion is a proposal that the entire membership can take action or a stand on regarding an issue. Individual members can:

1. Call to order.
2. Second motions.
3. Debate motions.
4. Vote on motions.

 

There are four Basic Types of Motions:

1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion.
3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

All motions must be seconded, and are adopted by a majority vote unless otherwise noted. All motions may be debated unless otherwise noted.

1. Motion to Adjourn: not debatable; goes to immediate majority vote.
2. Motion to Recess: not debatable. May be for a specific time.
3. Motion to Appeal the Facilitator's Decision: Not debatable; goes to immediate vote. Allows the body to overrule a decision made by the chair.
4. Motion to Suspend the Rules: suspends formal process for dealing with a specific question. Debatable; requires 2/3 vote.
5. Motion to End Debate and Vote or Call the Question: applies only to the motion on the floor. Not debatable; requires 2/3 vote.
6. Motion to Extend Debate: can be general, or for a specific time or number of speakers. Not debatable.
7. Motion to Refer to Committee: applies only to the main motion. Refers question to a specific group with a specific time and charge.
8. Motion to Divide the Question: breaks the motion on the floor into two parts, in manner suggested by mover.
9. Motion to Amend: must be voted for by a majority to be considered and by a 2/3 to be passed. If amendment is accepted as "friendly" by the proposer of the amendment then many bodies will allow it to be accepted without a formal vote; this is a way of including a consensus-building process into procedure without endless debate over amendments to amendments. Strictly speaking, however, once the main motion is made it is the property of the body to amend.

How are Motions Presented?

1. Obtaining the floor
   1. Wait until the last speaker has finished.
   2. Address the Chairperson by saying, "Ms. Chairperson"
   3. Wait until the Chairperson recognizes you.
2. Make Your Motion
   1. Speak in a clear and concise manner.
   2. Always state a motion affirmatively. Say, "I move that we ..." rather than, "I move that we do not ...”
   3. Avoid personalities and stay on your subject.
3. Wait for Someone to Second Your Motion
4. Another member will second your motion or the Chairperson will call for a second.
5. If there is no second to your motion it is lost.
6. The Chairperson States Your Motion
   1. The Chairperson will say, "it has been moved and seconded that we ..." Thus placing your motion before the membership for consideration and action.
   2. The membership then either debates your motion, or may move directly to a vote.
   3. Once your motion is presented to the membership by the chairperson it becomes "assembly property", and cannot be changed by you without the consent of the members.
7. Expanding on Your Motion
   1. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.
   2. The mover is always allowed to speak first.
   3. All comments and debate must be directed to the chairperson.
   4. Keep to the time limit for speaking that has been established.
   5. The mover may speak again only after other speakers are finished, unless called upon by the Chairperson.
8. Putting the Question to the Membership
   1. The Chairperson asks, "Are you ready to vote on the question?"
   2. If there is no more discussion, a vote is taken.
   3. On a motion to move the previous question may be adapted.

Voting on a Motion:

 

The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:

 

1. By Voice -- The Chairperson asks those in favor to say, "aye", those opposed to say "no". Any member may move for an 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 Chairperson 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.

There are two other motions that are commonly used that relate to voting.

1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership.
2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.

Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly.

1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.
5. Most importantly, BE COURTEOUS.

Other Meeting Guidelines:

1. When a topic is first introduced or a main motion is made, allow all questions for information purposes to be asked before opening to debate.
2. Discourage the repetition of arguments. Attempt to call on people who have not yet spoken before those who have already spoken. Discourage dialogues that start up between two individuals in debate.
3. If debate carries on too long, impose time limits on speakers.
4. Discourage people from talking in initials - spell them out.

 

Motions (Quick Reference)

 

Motion (by order of precedence)	Second	Debatable	Amendable	Vote
Adjourn	Yes	No	No	Majority
Recess	Yes	Sometimes	Yes	Majority
Parliamentary Inquiry	No	No	No	Chair
Point of Information	No	No	No	Chair
Previous Question	Yes	No	No	2/3
Limit or Extend Debate	Yes	No	Yes	2/3
Postpone to a Certain Time	Yes	Yes	Yes	Majority
Refer to Committee	Yes	Yes	Yes	Majority
Amend	Yes	If motion is debatable	Yes	Majority
Postpone Indefinitely	Yes	Yes	No	Majority
Main Motion	Yes	Yes	Yes	Majority
Reconsider	Yes	If motion is debatable	No	Majority
Rescind	Yes	Yes	No	2/3 (majority)
Amend Motion Previously Adopted	Yes	Yes	Yes	2/3 (majority)