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Robert's Rules Parliamentary Procedures
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General Order of Meetings:

1.  Call to Order
2.  Approval of Minutes
3.  Officers Reports
4.  Unfinished (Old) Business
5.  New Business
6.  Adjournment

Participating in Meetings as a Member

Fundamental to effective meeting participation is knowing how to get the attention of your presiding officer so you can be recognized and permitted to speak. Just as important is understanding the way to avoid getting personal in debate by asking questions of the other members through the chair.

Addressing the presiding officer

In meetings, your presiding officer should be addressed by title, such as "Madam Chairman" or "Mr. President." Robert's Rules provides that an officer's title should be used as defined in the bylaws, or the rules of order. In Robert's Rules, "Chairman" is considered as gender neutral as "Director" or "Governor." (Not many female members of a board of directors or a board of governors want to be called a "Directrix" or a "Governess," the traditional feminine forms of "Director" and "Governor.") But courtesy demands that a person's preference as to the usage of their title be honored. Accordingly, "Madam Chair" or "Madam Chairperson" is not incorrect if it's the pleasure of a woman holding the position of presiding officer.

A vice-president is addressed as Mr./Madam President when actually presiding. If the president is only temporarily out of the chair and is still present at the meeting, Mr./Madam Vice President is appropriate. Any other person temporarily occupying the chair is properly addressed as Mr./Madam Chairman.

When addressing the presiding officer, avoid the second person, as in "Madam Chairman, are you sure that . . .?" Instead, use "Madam Chairman, is the chair certain of . . .?"

Speaking through the chair

When addressing another member, you never go wrong by speaking through the chair. Refrain from using the member's name if you can avoid it. Respect is conveyed by depersonalizing comments made in debate. For example, "Mr. Chairman, does the member who just spoke have information on the cost of his proposal?" works much better than, "Dang it Fred, have you thought about how much your stupid idea is gonna cost us?" Formality has its benefits.

Waiting for recognition before speaking

Before you launch into your speech, get recognition. When you and your fellow members properly seek recognition and refrain from speaking until the chair has recognized you, you allow the presiding officer to do his job. A presiding officer who understands the rules for preference in obtaining recognition and applies them impartially has the control necessary to conduct balanced debate, and this control gives him the respect due to the station.

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Minutes

Based on Robert's Rules of Order Newly Revised (11th Edition)

THEME: Minutes are a record of what was done at the meeting NOT what was said by members or guests.

INCLUDE:

ü First Paragraph:

o Kind of meeting (regular, special, adjourned)

o Name of board

o Date and time of meeting

o Place of meeting, if varies

o Fact that Chairman and Clerk were present or name of substitute

o Whether minutes of previous meeting were read and approved

ü Separate paragraph for each subject matter with name of mover:

o All main motions or motions to bring a main question again before the assembly (except any withdrawn, see below) stating

§ The wording in which adopted or disposed of

§ The disposition of motion (including amendments or motions)

o Secondary motions that were not lost or withdrawn

o All notices of motion

o All points of order and appeals, whether sustained or lost

ü Last Paragraph:

o Hour of adjournment

ü Number of votes if count ordered or ballot vote

ü Names and votes if roll call vote

ü Signature of Clerk (“Respectfully submitted” unnecessary)

DO NOT INCLUDE:

û Seconder’s name

û Remarks of guest speakers

û Motions that were withdrawn (see RONR § 48, page 469 for exceptions)
û Personal opinion on anything said or done

Sample Minutes

Based on Robert's Rules of Order Newly Revised (11th Edition)

The regular monthly meeting of the Alpha County School Board was held on Tuesday, November 6, 2001, at 7:00 p.m., at Smith High School, the Chairman and the Clerk being present. The minutes of the October meeting were read and approved as corrected.

The report of the Superintendent was received and placed on file.
 

The motion relating to the public comment period of the meeting, which was postponed from the October meeting, was then taken up. On motion of Mr. Smith, the motion was referred to a committee of three to be appointed by the chair with instructions to report at the next meeting.

Mrs. Cameron moved “that the Board participate in a leadership retreat to be held the second weekend of February.” After amendment and further debate, the motion was adopted as follows: “That the Board participate in a leadership retreat to be held on two consecutive weekends beginning the first weekend in June.”

The meeting adjourned at 8:40 p.m.

__________________________

Ms. Insurance, Secretary

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PURPOSE OF THE VOTE
The purpose of a vote is to secure the opinion of the majority with reference to the motion.


The decision as to what action the group will take is made on the basis of a
majority vote is one more than half of the votes cast. In a tie vote the chair
votes to break the tie.


There are several methods of voting:

a) An oral vote is a vote by ayes and noes as in, “ All in favor of the motion
say aye; all who object to the motion say no.” The chair makes his ruling
based on which side sounds like they had the most votes. The vote is always
taken by voice first unless it requires a 2/3 vote.

b) A standing or show of hands vote is done when it is desirable to know the
specific number for or against a proposal. This is the method used when a
member calls for a division of the house.

c) A vote by ballot provides the individual with a secret vote. Voting is done
by marking a piece of paper or responding electronically when the vote is
called.

d) General Consent is a method commonly used in smaller groups.  To
speed up the voting process the chair may say, “ If there are no objections to
the motion, we will accept the proposal by General Consent.” If there are no
objections the motion is passed unanimously. If there is any objection, the
chair must put the vote by some other method.

e) Roll Call vote involves recording the individual’s vote by ayes and noes
when the roll call is taken.   Vote by ballot or roll call is not done unless required
by the rules. When putting the vote the chair is obligated to call for the negative
vote as well as for the positive vote.

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Procedure to Make a Motion

1. Member raises hand and stands after recognition from the presiding officer.
2. The member gives their name and states the motion. e.g. "I move that we ___________."
3. Member may give a brief explanation for introducing the motion.
4. Another member must second the motion to continue.
5. Presiding officer calls for discussion on this motion.

The member who introduced the motion has the right to speak first. Members wishing to discuss the motion raise their hands and wait for recognition from the presiding officer before speaking, enabling everyone to share their opinions.

6. Presiding officer calls for a vote on the motion.
7. Presiding officer states results of vote and resulting action.

Members may "call the question" to end discussion on the motion if discussion seems to be dragging on or becoming redundant; however, it is NOT acceptable to call the question in order to prevent someone from expressing their opinion or while someone is speaking. If a member calls the question, a second and a 2/3 majority vote are required (no discussion) to close discussion and proceed to voting on the motion.

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Procedure to Amend a Motion

During discussion, it may become apparent that an amendment (modification) to the original motion is necessary. Anyone may request to amend the original motion, but the proposed amendment must be related to the subject of the main motion.

1. Member raises hand and stands after recognition from the presiding officer.

2. Member states the amendment (e.g. striking and/or adding words/phrases).

3. Amendment must be seconded.

4. Presiding officer calls for discussion on the amendment.

5. Presiding officer calls for a vote on the amendment, and announces result.

If the amendment passes, the motion on the floor is now the amended motion. If the amendment fails, the original motion remains on the floor.

   

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