QFA President’s Academy

QFAPresident’s Academy Introduction to Robert’s Rules of Order Newly Revised

History • General Henry Martyn Robert – US Army Engineer • First edition published February 9, 1876 • Sarah Corbin Robert – daughter-in-law continued with Revised edition • Henry M. Robert III – grandson wrote most recent edition (2000 Newly Revised)

Purpose EFFICIENCY • noun, plural ef·fi·cien·cies. 1. the state or quality of being efficient; competency in performance. • 2. accomplishment of or ability to accomplish a job with a minimum expenditure of time and effort: The assembly line increased industry's efficiency. EQUAL RIGHTS

Constitution and Bylaws • Now used as only “Bylaws” • May define quorum • Prescribes how the society functions • Includes all rules that the society considers so important that they (a) cannot be changed without previous notice to the members and the vote of a specified large majority (such as two-thirds vote), and (b) cannot be suspended (with some exceptions) • Names the parliamentary authority • Overrules Robert!

Rules of Order • Written rules of parliamentary procedure formally adopted by an assembly or an organization • Relate to orderly transaction of business in meetings and to duties of officers in that connection • The object is to facilitate the smooth functioning of the assembly and to provide a firm basis for resolving questions of procedure that may arise • Overrule Robert!

Deliberative Assembly • Local assembly of an organized group – acts for the total membership in the transaction of it business i.e. Chapter meetings • Convention – an assembly of delegates chose, normally for one session only, as representatives of constituent units or subdivisions of a much larger body of people in whose name the convention sits and acts • Board – an administrative, managerial, or quasi-judicial body of elected or appointed persons

Minimums for a Meeting • Quorum – minimum number of members who must be present at the meetings of a deliberative assembly for business to be legally transacted • Officers - Presiding officer and Secretary • Presiding officer – conducts the meeting and sees that the rules are observed • Secretary – makes a written record of what is done

Roles and Responsibilities • President - conducts the meeting and sees that the rules are observed, impartial, third person • Officers – submit agenda items ahead of time and provide accurate, yet brief, reports • Secretary - makes a written record of what is done • Members – submit agenda items ahead of time and actively participate, address the presiding officer only • All – ensure an environment of respect; address motion, not the individual

Chapter Meeting Agenda • Resolution, Oath and Creed • Roll Call • Officer Reports – start with President • Old Business • New Business • Close Meeting

Conducting Business • Call to Order – once quiet “The meeting will come to order” (not part of the order of business) • Reading and Approval of Minutes • Reports of Officers, Boards, and Standing committees (permanently established) • Reports of Special Committees • Special Orders – matters with previous special priority • Unfinished Business and General Orders – matters previously introduced which have come over from the preceding meetings • New Business – matters initiated in the present meeting

Means to Bring Business Before the Assembly • Motions – formal proposal by a member, in a meeting, that the assembly take certain action • Main – Original and Incidental • Subsidiary • Privileged Secondary Motions • Incidental • Motions that bring a question again before the assembly • The type of motion will determine whether it requires a second, is debatable, is amendable, the vote required to adopt and whether it can be reconsidered

Means to Bring Business Before the Assembly • After being recognized by the Chair and obtaining the floor – “Madam President, I move to ….” or “…I offer to …..” • Another member “seconds” the motion – a member agrees to bring it before the assembly (no “second” ends the motion here) • The chair states the question of the motion – NOW the motion is pending and before the assembly or “on the floor” and open for debate. “It is moved and seconded that…[repeat the motion].”

Making a Motion • Be prepared with the exact words • Speak slowly and clearly for recording – you may write it down for the Secretary • Discussion happens after the motion is “on the floor” • May modify the motion or withdraw it prior to the chair stating the question • “Madam Chairman, I would like to ask if the member would be willing to withdraw her motion in view of….” before the chair states the question

Motions • Only one question can be considered at a time; once a motion is before the assembly, it must be adopted or rejected by a vote, or the assembly must take action disposing of the question in some other way, before any other business (except certain matters called “privileged questions”) can be brought up • Secondary motions – can be made and considered while a main motion is pending; if “in order” it must be acted upon or disposed of before direct consideration of the main question can continue

Main Motions • Original – ranks lowest in the order of precedence of motions • Incidental – takes precedence over main motion and any other motion pending. These have no rank among themselves. Different from incidental motions • Rarely distinguish between the two – differ principally in the nature of their subject matter

Secondary Motions • Made, seconded and stated by chair like main motions • Privileged motions – rank above all other motions • Call for the Orders of the Day – agenda is not followed • Raise a Question of Privilege – inadequate ventilation, confidential item in the presence of guests • Recess* • Adjourn* • Fix the Time to Which to Adjourn* *Corresponding incidental main motions

Secondary Motions • Subsidiary motions – assist assembly in treating or disposing of a main motion • Postpone Indefinitely* • Amend* • Commit or Refer it to a committee* • Postpone to a Certain Time, Postpone Definitely, Postpone* • Limit or Extend Limits of Debate* • Previous Question – close debate (“call the question”) • Lay on the Table *Corresponding incidental main motions

Secondary Motions • Incidental motions – deal with questions of procedure arising out of: (1) commonly, another pending motion; but also (2) sometimes, another motion or item of business (a) that it is desired to introduce, (b) that has been made but not yet been stated by the chair, or (c) that has just been pending • Point of Order – breach of rules • Appeal • Suspend the Rules • Objection to the Consideration of the Question • Division of a Question – separate a motion • Requests and Inquiries • etc

Requests and Inquiries • Parliamentary Inquiry – request the chair’s opinion on a matter of parliamentary procedure as it relates to the business at hand (chair responds) • Point of Information – inquiry as to facts affecting the business at hand (chair responds) • Request for Permission (or Leave) to Withdraw or Modify a Motion – after it has been stated by the chair • Request to Read Papers • Request for Any Other Privilege

Motions That Bring a Question Again Before the Assembly • Four motions that can only be made while no other business is pending • Take from the Table • Rescind or Repeal or Annul; another form of same is Amend Something Previously Adopted • Discharge a Committee • Reconsider • Must not violate principles of parliamentary law

Amending a Motion • Modify the wording, and within limits the meaning, of a pending motion before it is acted upon • Its adoption does not adopt the motion thereby amended; that motion remains pending in its modified form • Rejection of a motion to amend leaves the pending motion as it was, no change • Must always be germane – closely related to or having bearing on the subject of the motion to be amended. No new subject can be introduced

Amending a Motion • Takes precedence over the motion that it proposes to amend • Can be applied to any main motion • Is out of order when another has the floor • Must be seconded • Is debatable when applied to a motion that is debatable • Is generally amendable – the secondary amendment is not, an amendment of the third degree is not permitted • Requires only a majority vote • Can be reconsidered

Amending a Motion • Insert/Add words or paragraphs • Strike out words or paragraphs • Combination of the above • Strike out and insert words • Substitute paragraphs or the entire text

Debate • Chair - “It is moved and seconded that…[repeat the motion].” The chair should look to the maker of the motion to see if they wish to be assigned the floor • No debate if nobody has any comments • Each speaker must be recognized by the chair – address comments to chair, be courteous • Each member has the right to speak twice on the same question on the same day – cannot make a 2nd speech on the same question so long as any member who has not spoken on that question desires the floor • Debate does not close as long as any member who has not exhausted her right to debate desires the floor

Limits to Debate • No one can speak longer than permitted by the rules of the body – if no rule on time exists, then ten minutes is the limit • Keep on topic ! • Unanimous consent – no opposition in routine business or on questions of little importance, “If there is no objection….”, an objection requires that the full process be followed. Still requires the presence of quorum. Applies to actions or motions that require two-thirds vote

Voting • Chair “puts the question” or puts it to a vote – may ask “Are you ready for the question?” • Wording must be same as recorded in minutes • Chair should make sure the members understand the effect of an “aye” vote and of a “no” vote • Normally by voice – if results are inconclusive, use a rising vote. A show of hands may be used in lieu of the voice vote in smaller assemblies • Chair calls first for the affirmative vote, then the negative vote – do not call for abstentions • Majority – more than half, excluding abstentions

Voting • Voice - “The question is on the adoption of the motion to…[repeat the motion]. Those in favor of the motion, say aye. [Pause for response,]…Those opposed, say no.” • Stand - “The question is on the adoption of the motion to…[repeat the motion]. Those in favor of the motion, please rise (or stand)…..Be seated…Those opposed, please rise (or stand)….Be seated.” • Show of hands – “….please raise your right hand….”

Chair’s Vote • As a member of the assembly, the chair has same voting rights as any other member • The chair can, but is not obliged, to vote whenever her vote will affect the result • Only one vote - do not get to vote as member and as officer

Voting Results • Chair announces result immediately after putting the question • Voice – “…The ayes have it and the motion is adopted (or “agreed to” or “carried”)...” • Standing or show of hands – “…The affirmative has it and the motion is adopted….” • Count ordered – “…There are 29 in the affirmative and 33 in the negative. The negative has it and the motion is lost…” • Requires two-thirds – “…There are less than two-thirds in the affirmative and the motion is lost...”

Adjourn • Adjourn – to close the meeting • Is not tied to any motion • Is out of order when another has the floor • Must be seconded • Is not debatable • Is not amendable • Requires a majority vote • Cannot be reconsidered

Questions???

QFA President’s Academy