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STEVEN T. ANDERSON, PRP PROFESSIONAL REGISTERED PARLIAMENTARIAN HOME RESUME RULES-of-ORDER SUMMARY MEETING TIPS Updated 24 May Every serious member and officer should have ROBERTS RULES OF ORDER, NEWLY REVISED, IN BRIEF. ·
Concise, easy to read and understand, it covers most situations you
are likely to encounter. #9-More about
meetings…
·
“Meetings” are defined by who is meeting. Only members of the group count
for quorum, or have the right to make motions, debate or vote. The assembly may “suspend the
rules” to allow non-members to speak (not vote!), but it may also
require all non-members to leave. ·
Members must be notified of all meetings. Regular meetings should be scheduled
in the bylaws or other document, or members must be notified prior to every
meeting. ·
“Special meetings” must be specifically authorized in the
bylaws. Special meetings can only
be called for a specific purpose, which must appear in the notice to the
members, and only that business may be addressed at the meeting. ·
RONR assumes that meetings occur face-to-face. “Absentee meetings”, such
as by teleconference, mail or e-mail, must be authorized and defined in the
bylaws. #8-Nominations
and Elections:
·
Nominations are common, but not absolutely required—write-in
candidates are sometimes the majority’s choice. ·
Nominating methods vary—committee, ballot, from the floor, or a
combination—but the type, timing, process and qualifications should be
specified in the bylaws. ·
Nominations do not require a second, and are debatable. The nominee should accept or decline
promptly. If there is a shortage
of nominees, or a candidate later withdraws, nominations may be re-opened
right up until balloting begins. ·
Avoid the use of the word “slate” to describe a list of
nominees unless various offices are actually linked in the bylaws. Otherwise, though individuals may
choose to “campaign” on similar issues, all offices are elected
separately. ·
RONR does not prohibit an individual being nominated for, or being
elected to, more than one office.
If your organization desires such a limitation it must be specified in
the bylaws. ·
Election balloting process and timing should be specified in the
bylaws. Voting by mail, or any
other type of absentee method, must be specifically authorized. ·
No candidate can be elected by less than a majority of the votes
cast, unless the bylaws specify plurality or some other threshold. ·
If a tie occurs, or no candidate achieves the required vote threshold,
the assembly must re-ballot immediately, with all candidates included, and
continue until a winner is chosen.
If re-balloting is not practical, as with absentee voting, the bylaws
should include a tie-breaking procedure. ·
The Head Teller should report the full results, including the tally
for each candidate, and the Chair should declare those elected, so the
assembly can validate the result.
Any challenge to the result must be made before the meeting adjourns. Election is effective when the result is
announced and the candidate does not immediately decline. #7-Renew, Reconsider, Rescind, or
“here we go again…”:
·
If a motion is “lost”, or rejected, it’s as if it
never happened. It can be “Renewed”, or raised
again, but not normally until the next meeting. ·
Under special circumstances of time and presentation, a lost motion
may be “Reconsidered” at the same meeting or the next day. ·
An adopted motion can be amended or rescinded,
even years later, provided nothing has been done that can’t practically
or legally be undone. Amending or
Rescinding Something Previously Adopted requires a majority vote with previous notice, or a 2/3 vote
without. #6-Can the
Presiding Officer refuse to allow a motion?
·
The Chair may rule a motion out of order, even if seconded, for
several reasons: o If it conflicts with a
statute, or bylaw, or a previous motion still in force; o If it is the same as, or
conflicts with, a motion currently in committee; o If the wording is
incomplete or self-defeating; o If the wording is too
rambling or incoherent to be adequately restated for debate. ·
Whatever the case, the Chair must state the reasons for the ruling,
which may be appealed. #5-Handling a
resignation:
·
A resignation is a “request to be excused from duty” and
should be made to the appointing authority, usually in writing. The appointing authority is the group
or person specified in the bylaws to fill the office in question. ·
Once the appointing authority acts on the request—either by
formally accepting, or by appointing a successor—it is
“effective”. ·
Once effective the resignation cannot be rescinded, though the
individual may be re-appointed or re-elected. ·
Failure by the individual to continue to perform required duties
until the request is effective may be grounds for disciplinary action. #4-Voting
Thresholds, or “how many votes do we need…”:
·
Check your bylaws for any “special rules” that may apply
to your organization, or to particular situations. ·
A quorum must be present, but all members present are under no
obligation to vote on every motion. ·
The RONR standard for most votes is a majority, that is, more ayes
than nays. Ignore
abstentions. And a tie means a
failed motion. ·
Some motions require 2/3 in favor, that is, twice as many ayes as
nays. Generally these are motions
which suspend or alter the regular rules, or rescind or amend something
already adopted. The latter can
be adopted by a majority if previous notice has been given. As an alternative, a majority of the entire membership can
adopt under almost any conditions. #3-Learning the
“right words”:
·
Many people hesitate to use parliamentary phrases because they sound
archaic and strange. But every
specialty, from medicine to baseball, has its own jargon, designed to make it
clear to everyone just what is happening, in as few words as possible. ·
The presiding officer, or Chair, must know the proper phrases, and
will have many opportunities in each meeting to teach the members. ·
The Chair must restate every motion---never say “you have heard
the motion”---and can often gently suggest more efficient or
transparent wording. ·
The Chair should tactfully suggest the correct motion when the
mover’s intent is clear, e.g., “Postpone” instead of
“Table”. ·
The Chair can often use general consent (“If there is no
objection…”) for non-controversial situations, or to suggest the
next step when the membership hesitates.
If there is an objection, the Chair then moves smoothly into a formal
vote process, reinforcing that sequence for the membership. #2-What’s
“executive session”, or “closed meeting”, or
“in camera”?
·
A meeting or part of a meeting held in secret, that is, restricted
only to actual members of the organization or committee (and designated
invitees). Minutes or proceedings
are available only to members, even if the final result or action is
announced. ·
Many organizations customarily allow the public into meetings, but
some topics require confidentiality, even for governmental groups subject to
“sunshine” laws. Some
assemblies, especially committees, normally operate in executive session. ·
A member may be disciplined for divulging anything that happened in
an executive session. ·
Entering or ending executive session requires a majority vote. #1-A legitimate
meeting must have:
·
A quorum: the minimum number
of members required by the bylaws to transact business in the name of the
organization. ·
A Presiding Officer who o Calls the meeting to order
on time o Guides the members through
the Order of Business o Enforces appropriate
decorum and order, and o Makes certain everyone
knows exactly what is being debated or voted on, and effect of every vote ·
A Secretary who records
what was done (not what was said). These “minutes” must
include o Specifics of the meeting
(group name, time, place) o Officers present o Approval of minutes of
previous meeting o Important motions
(mover’s name, exact wording, how disposed) o Significant Secondary
motions o Notice of future motions o Points of Order and
Appeals o Time of Adjournment. |