How to Run an Effective Meeting Using Roberts Rules

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How to Run an Effective Meeting Using Roberts
Rules

• Eric Vollmer, Senator
• Master of Business Administration Program

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What are Roberts Rules of Order?

• A set of rules prescribed by Henry M. Robert III
  used to conduct meetings and formal congregations
  with organization and fairness to all
  participants. Also known as Parliamentary
  Procedure.

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When do we use Roberts Rules?

• In meetings
• With (generally) 12 or more participants
• For organizations with various committees and
  group representatives

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Some definitions

• Agenda
• A formal schedule of activities for a meeting
• Quorum
• A majority of members in attendance at a meeting
• Moderator/President/ Chair/Chairman/ Chairwoman
• Individual that presides over a meeting

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More definitions

• Floor
• Right to speak within the group obtain the
  floor, yield the floor
• Motion
• A formal proposal by a member in a meeting for
  the group to take certain action (I move that)
• Adjourn
• Close a meeting (move for adjournment)

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More definitions

• Table
• To hold a motion from a vote until a determined
  time
• Debate
• To discuss opposing sides of an issue
• Recess
• A break in deliberations (can be during or after
  a regular session)

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Voting

• By voice Aye/Nay
• By roll call Each member called, says Yes/No
• By general consent Chairman says If there is
  no objection
• By division Instead of Yes/No, member raises
  hand or stands
• By ballot Slip of paper, secrecy

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Common Voting Practice

• President repeats the question at hand and
  requests a vote
• All in favor? Secretary counts
• All opposed? Secretary counts
• Abstentions? Secretary counts
• President announces results of the vote
• In order for a vote to pass, it requires a
  majority vote of quorum

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Common Motions

• Call to a vote
• Adjourn
• Amend a prior motion
• Table
• Refer to committee
• Limit discussion

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How are Motions Presented?

• Obtain the floor
• Wait until the last speaker has finished, address
  the chairman, wait until the Chair recognizes you
• Make your motion
• I move
• Wait for someone to second the motion
• Another member will second your motion, or the
  Chair will call for a second

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How are Motions Presented?

• If there is no second the motion is lost
• The Chairman states the motion
• It has been moved and seconded that we
• There may be debate on your motion
• The Chairman presents the question for a vote
• It has been moved and seconded that we All in
  favor? Opposed? Abstentions? Motion ________

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Agenda

• Call to Order
• Roll Call
• Reading and Approval of Minutes
• Reports of Officers and Standing Committees
• Reports of Select or Ad Hoc Committees
• Special Orders
• Unfinished Business
• New Business
• Announcements
• Adjournment

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Call to Order, Roll Call, Meeting Minutes

• President calls the meeting to order (I call
  this ____________ meeting of the GPSG to order)
• President calls for the Roll Call (Will the
  Secretary please take roll?). The Secretary
  verbally calls each members name (Senator
  Lastname). The member responds Present.
• President requests that the Secretary publicly
  reads the minutes (Will the Secretary please
  read the minutes from the last meeting?)

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Dispense Minutes, Correct Minutes

• Someone can make a motion to dispense with the
  reading of the minutes (I move that we dispense
  with the reading of the minutes). Requires a
  second (I second that motion) and call for a
  vote
• If the Secretary reads the minutes, the President
  should ask if there are corrections to the
  minutes (Are there any corrections to the
  minutes?)

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Correct Minutes, Approve Minutes

• If there are corrections to the minutes, someone
  makes a motion to amend the minutes (I move that
  we amend the minutes to read)
• If there are no corrections, or no additional
  corrections, the President approves the minutes
  (With no (additional) corrections, the minutes
  stand as approved.)

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Officers Reports

• President calls for reading of reports by
  Officers (at this point, the Vice President and
  Treasurer). After each report, it is customary
  for the Officer (or President if he has regained
  the floor) to ask the assembly if there are any
  questions.
• At any point, any one in the assembly can make a
  motion based on something that has been said in
  the Officers report (e.g. committees)

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Standing Committee Reports

• President calls for reading of reports by
  Chairpersons of Standing Committees. After each
  report, it is customary for the Chairman (or
  President if he has regained the floor) to ask
  the assembly if there are any questions.
• At any point, any one in the assembly can make a
  motion based on something that has been said in
  the Committee report

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Ad Hoc Committee Reports

• President calls for reading of reports by
  Chairpersons of Ad Hoc Committees. After each
  report, it is customary for the Chairman (or
  President if he has regained the floor) to ask
  the assembly if there are any questions. At any
  point, any one in the assembly can make a motion
  based on something that has been said in the
  Committee report

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Special Orders

• President calls for any Special Orders, which are
  special business issues that have been designated
  for discussion at the current meeting (Are there
  any special issues to be discussed?). If there
  are issues to be discussed, a member should reply
  (I move that we discuss Special Order X on the
  agenda.)

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Unfinished Business

• President calls for any Unfinished business from
  prior meetings by immediately stating the orders
  of business individually as listed sequentially
  on the agenda. After discussion and voting, the
  President announces the resolution (On
  Unfinished Business Issue X, resolved that state
  resolution here.).

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New Business

• President calls for any New Business (Is there
  any new business to be discussed?). If there
  are new issues to be discussed, a member should
  obtain the floor by raising his/her hand or
  standing up. The President will recognize the
  members in order and the member can offer the new
  business (I move that we discuss New Business
  issue.) The issue requires a second, and a
  vote, or a table countermotion can be presented.

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Announcements

• President calls for any announcements. A member
  can obtain the floor and, after recognized by the
  President, can offer his/her announcement. The
  announcement should be listed on the minutes for
  the following meeting.

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Adjournment

• President calls for adjournment. Adjournment
  requires a second and a vote. Normally this can
  be taken with an Aye/Nay verbal vote rather
  than role call. President bangs that gavel and
  the meeting is closed.

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Use Parliamentary Procedure Properly

• Allow motions that are in order
• Have members obtain the floor properly
• Speak clearly and concisely
• Obey the rules of debate
• Most importantly, BE COURTEOUS

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Questions?

• If you have questions, please call me or email me
• 704-590-7503
• eric.vollmer_at_firstunion.com