Robert’s Rules of Order Workshop

1. Robert’s Rules of Order Workshop Presented by: Amanda Carter Executive Vice President of Judicial and Compliance

2. What are Robert’s Rules of Order and why are they important? • Designed for use in ordinary societies and it is the most commonly adopted parliamentary authority among societies in the United States. • Provides a standard order of business for meetings to operate and function effectively.

3. Group Activity!

4. Official Agenda • Call the meeting to order • Roll Call (Sign-in) • Review and approve the previous meeting minutes • Officer Reports • Committee Reports • Unfinished Business • New Business • Announcements • Open Discussion • Adjournment

5. Do I really need to follow an agenda? • Yes, agendas help organization meetings run smoothly and effectively. • The agenda should be enforced and strictly followed to ensure that all major business is handled before open discussion. • Meetings that follow an agenda are more productive compared to meetings that do not. • All members of the organization should have a copy of the agenda at least 24 hours in advance of the meeting.

6. Important Terms • The Chair – Presiding Officer who essentially runs the meeting by recognizing who gets to speak • Motion – Basic tool for getting things done. To make a motion, … “I move that…” or “I motion to…” • Second – Before a motion can be discussed, it must be seconded. When you “second” a motion you generally approve of the motion at hand • Amend – To change the wording of a motion • Order – Proper manner of doing things • Approve – You would like the motion to be approved • Deny – You would like the motion to be denied • Abstain – You would not like your vote to count • Does not pass – Less than 2/3 votes approved and the majority of the votes abstained • Has been denied – Less than 2/3 votes approved and the majority of the votes denied

7. General Procedures • Getting to speak: • Must be recognized by the Chair by raising hand, placard, etc. • As a common courtesy, you should never seek recognition while someone else is speaking. • Members who have not yet spoken about the topic at hand always have priority over those who have. • Speaking: • When referring to other members, use their title or name of organization not their name. • You may speak only on the matters of the topic immediately at hand.

8. Process of a Motion • Main motion is stated • Motion is seconded (by a person that agrees) • Discussion • Votes are Counted • The outcome is announced

9. Motions Defined • Main Motions: Used to propose an action and to introduce a new business before the Senate. • Rules: • Needs a second • Is debatable • Is amendable • Needs a 2/3 or majority vote • Types: • Events • Bylaws • Constitution

10. Motions Defined Cont… • Privileged Motions: Deal with issues requiring immediate attention not pertaining to the motion on the floor. • Types: • Adjourn • Recess • Question of Privilege – Bring an urgent message or a main motion relating to the rights of either the Senate or an individual up for immediate consideration. Ex. Change room temperature • Call for the Orders of the Day – If the agenda is not being followed, members of the Senate can call for the orders to be followed

11. Motions Defined Cont… • Subsidiary Motions: Aid the Senate in the treating or disposing of a main motion. • Types: • Lay on the table (Table) • Previous Question – End current discussion on the motion and proceed with the main motion. • Limit or Extend limits of debate or discussion • Amend • Incidental Motions: Relate to matters of the business meeting rather than directly to the main motion • Types: • Point of Order • Appeal from the decision of the Chair – If a member disagrees with the ruling of the chair on a point of order motion, the person can appeal the decision of the chair. Ex. “I appeal from the decision of the Chair”

12. Helpful Motion Tips! • Motions that DO NOT need a Second • Raise a question of privilege • Call for the orders of the day • Point of Order • Parliamentary Inquiry • Point of Information • Motions that are NOT Debatable • Adjourn • Recess • Raise a question of privilege • Call for the orders of the day • Lay on the table • Previous Question • Limit Debate

13. Situations! • I want to change the wording of a motion we are discussing. • Motion to amend the motion and state your change specifically • I want to end the discussion and have the vote • Motion to the previous question • I think discussion should continue, but I don’t want it to go on all day • Motion to limit debate and state specifically how you want to limit it • I want the chair to enforce rules about time limits and the number of times people are allowed to speak • Make a point of order and then point out the rules being violated

14. Situations Cont…! • The chair has been enforcing rules about time limits and the number of times people are allowed to speak, but I really think we need to discuss this more • Motion to extend debate and state specifically how you want to extend it • I have no idea what is going on • Make a parliamentary inquiry, and ask the Chair to explain what is going on • I want to motion to do something, but I’m not sure how to do it or if it is in order right now. • Make a parliamentary inquiry

15. Tips on Meeting Success! • Take detailed notes • Ask questions • Be courteous to other members • Follow the rules and agenda • Remain professional • Be interactive • Stay focused and committed. No texting, doing H.W., browsing the Internet. Etc. • Learn something new and have fun!