parliamentary procedure, Robert's Rules of Order, Robert's Rules, parliamentary procedures, FSAP

Parliamentary Procedure Quick Start

Distractions and Disruptions

February 24th, 2009 11:39 AM

Just this past week, I chaired a meeting of people in the meeting business, no less. Imagine my chagrin when during the meeting, we were constantly distracted by private chatter, talking back and forth across the room, and no regard at all for those who were trying to get a chance to be heard. I was rather forceful and insisted that all the members direct their remarks through the chair. The disruptive behavior stopped but I think the noisy members interpreted the direction to mean they should not offer any further ideas.

I attribute their total shut down to not understanding the rules of debate very well. Now I like informal discussion about as well as anyone. The flow of ideas should be encouraged and nurtured. There is such a thing as common courtesy though and I think the rules of debate found in Robert's Rules of Order Newly Revised, 10th edition, give us all a framework that allows everyone to have a chance to speak without interruption. The chairman has the authority to guide the conversation with fluidity and regard for all members. It's much more efficient than cross-talk, talking over others, and just plain rudeness.

The rules are fairly simple too: One person at a time, one topic at a time, direct all remarks to the chair, and everyone should have a chance to give their two cents before anyone gets to chime in a second time.

I say to the gregarious talkers -- try the rules, you might like them!

Posted by Ann Guiberson on February 24th, 2009 11:39 AMPost a Comment (2)

Take a Break

February 17th, 2009 12:52 PM

Most of us know how to use the motion to recess in a meeting. That's when we need a short break to stretch or for other comfort. The presiding officer can initiate the recess by saying, "If there is no objection, we will recess for ten minutes (or until 10:30 a.m.)" Or a member can move to recess, "I move to recess for ten minutes (or until 10:30 a.m.)" Once a recess has been declared, members can leave the room or otherwise occupy themselves until it is time to reconvene.

The other break is called "stand at ease." The presiding officer determines when this type of break is needed and it is usually necessary for the chair to confer with the parliamentarian or to obtain information from another member. When the assembly is standing at ease, members remain in their seats, but they can converse quietly until the meeting is called back to order.

The next time your meeting needs a break, think about recess and stand at ease.

Posted by Ann Guiberson on February 17th, 2009 12:52 PMPost a Comment (0)

Suprise Everyone -- Call for the Orders of the Day

February 13th, 2009 1:53 PM

If you have ever been in a meeting in which the discussion seems to wander all over the place and never gets anywhere, you may want to learn how to use the motion, call for the orders of the day. These days many members are on a tight schedule and really hate wasting time in a meeting that spins and churns and goes no where.

If it seems to you that the meeting is off track and is not sticking to the agenda, you may speak up and say, "I call for the orders of the day." That means you are making a privileged motion that requires the group to conform to its agenda, program, or order of business. The chairman has to enforce it immediately -- no second or vote required. Just do it! The group can by a two-thirds vote continue what is being discussed, but still a single member has a lot of power to demand that everyone get down to business.

Posted by Ann Guiberson on February 13th, 2009 1:53 PMPost a Comment (0)

Which Rules Are More Important?

February 3rd, 2009 10:06 AM

There is a hierarchy to rules for organizations. Following are the rules in order of importance. This list also shows what each type of rule is intended to cover.
1. Federal, state and local laws -- These are the highest authority for the organization.
2. Charters: State or Federal Governmental charters are articles of Incorporation - This document is the highest authority specific to your organization. The bylaws and rules cannot confict with anything in this document. It should be prepared by an attorney and filed with the state. Other charters may be granted by a parent body. These charters may also set forth rules that may not be circumvented.
3. Constitution and Bylaws -- These documents contain the basic rules that state how the organization is organized and managed. A constitution is not necessary and most organizations have combined the two into one document. If you do have a constitution, it should be more difficult to amend than the bylaws. The bylaws contain the limitations on the powers and authority of the governing body and the members and spell out the rights of members.
4. Rules of Order - The written rules of parliamentary procedure adopted by the members. These rules are about the orderly transaction of business in a meeting and to the duties of officers. The purpose of these rules is to facilitate the smooth functioning of the assemblyand provide a firm basis for resolving questions of procedure that may arise. These rules are found in the parliamentary authority you adopted and stated in your bylaws. The parliamentary authority will cover almost all procedural questions that arise.
5. Special rules of order. There may be particular situations though that your organization believes requires modification of the adopted rules of order or it may be that a specific new rule is required related to procedure. (For example, instead of each member speaking for ten minutes twice to each motion as provided in Robert's Rules of Order Newly Revised (RONR), a special rule may be adopted that states each members can speak for three minutes.) Special rules of order supersede RONR.
6. Standing rules are the rules that cover the details of administration of the organization rather than procedure. Some organizations call these rules policies. These rules are easy to adopt and to change, usually only requiring a majority vote. These rules, once adopted, remain in effect until they are amended or rescinded.
All this information can be found in RONR, pages 10-18

Posted by Ann Guiberson on February 3rd, 2009 10:06 AMPost a Comment (2)