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All in favor of improving meeting procedures, say Aye!
Trying to keep your in-person and virtual meetings on track and running smoothly? You need Robert's Rules of Order! These rules for conducting meetings have stood the test of time as the gold standard for practical and effective procedure in group settings like corporate and nonprofit boards, councils, and more. And there's no better way to learn the latest version of the rules than with Robert's Rules For Dummies.
This handy guide demystifies the Rules and offers readers a practical roadmap to applying efficient procedures to everything from conducting online and in-person meetings to voting by email. It also:
Ideal for board members, convention delegates, business owners, nonprofit executives, and anyone else trying to maintain an orderly flow of business—online or in person—Robert’s Rules For Dummies is a need-to-read resource that will make you wonder how you ever survived without it.
C. Alan Jennings, PRP, is a Professional Registered Parliamentarian credentialed by the National Association of Parliamentarians. He is a past President of the Louisiana Association of Parliamentarians and a member of the American Institute of Parliamentarians.
Introduction 1
About This Book 2
(Not So) Foolish Assumptions 3
Icons Used in This Book 4
Beyond the Book 5
Where to Go from Here 5
Parliamentary procedure education in your area 6
Hiring a professional parliamentarian 7
PART 1: IT’S PARLIAMENTARY, MY DEAR: PARTICIPATING EFFECTIVELY IN MEETINGS 9
Chapter 1: Following the Rules (Robert’s, That Is) 11
Keeping Things Informal 12
Making Meetings Meaningful 12
A Brief History of Robert’s Rules 13
Being Empowered at Meetings 15
Understanding What Parliamentary Procedure Is 16
General parliamentary law 16
Principles of parliamentary law 17
Achieving Personal Goals 20
Experiencing Personal Success 21
Chapter 2: Defining the Organization: Bylaws and Other Rules 23
Covering the Rules about Rules 24
Classifying your rules 25
Ranking the rules 26
Laying down rule requirements 29
Uncovering Bylaw Basics 30
Breaking Down the Content of Bylaws 33
Making Sure Your Bylaws Are Complete 35
Express-permission needed bylaws 36
Special bylaw provisions for convention-holding organizations 37
Amending Your Bylaws 38
Setting the conditions for amending your bylaws 38
Giving notice of bylaw amendments 39
Handling a motion to amend bylaws 40
Interpreting Bylaws 43
Publishing Your Bylaws and Other Rules 45
Chapter 3: Meetings: Making Group Decisions 47
Defining the Deliberative Assembly 48
(Un)Tying the Hands of the Assembly in Future Sessions 49
Understanding Types of Business Meetings 51
Regular meetings 51
Special meetings 52
Adjourned meetings 53
Annual meetings 54
Executive session 55
Conducting Your Business 56
Giving notice and getting people to the meeting 56
Getting some help up front 57
Planning the work 57
Getting down to business 57
Participating in Meetings as a Member 59
Addressing the presiding officer 59
Speaking through the chair 60
Waiting for recognition before speaking 60
Presiding over Meetings with Style 60
Relaxing the Rules at Meetings 61
Considering things informally 62
Taking it easy in small boards 63
Meeting Virtually 64
Amending your bylaws to make virtual meetings possible 66
Evaluating meeting platforms 66
Adopting special rules of order 68
Chapter 4: Notice and a Quorum 69
Giving Notice of Meetings 70
Regular meetings 70
Special meetings 71
Selecting forms of giving notice 75
Protecting the rights of absentees 76
Quorum Defined 77
Determining how many is enough for a meeting 78
Establishing a quorum 78
Counting ex-officio members in board and committee quorums 78
Knowing what you can do without a quorum 79
Handling emergencies quorumless 81
Chapter 5: Ordering Business: The Agenda 83
Order of Business Sequence 84
Approving the minutes 85
Hearing the reports of officers, boards,
and standing committees 87
Receiving reports from special committees 88
Taking up special orders 89
Turning to unfinished business and general orders 90
Calling for new business 91
Using an Agenda 92
Understanding the agenda 92
Using Robert’s Rules’ basic agenda 93
PART 2: MOTIONS: PUTTING IDEAS INTO ACTION 97
Chapter 6: Main Motions: Proposing Ideas for
Group Action 99
Understanding Motion Basics 100
Classifying motions 100
Defining relationships between the classes 101
Knowing when to use secondary motions 102
Taking the Plunge with a Main Motion 103
Examining examples of main motions 104
Understanding the main motion’s purpose 104
Putting your motion in writing 105
Making your motion in proper form 106
Breaking Down the Types of Main Motions 108
Original main motions 108
Incidental main motions 108
Giving Previous Notice of Motions 113
Working within Limits: Basic Rules for Main Motions 114
Avoiding Out-of-Order Main Motions 115
Handling a Main Motion in Eight Easy Steps 117
Step 1: The member rises and addresses the chair 117
Step 2: The chair recognizes the member 117
Step 3: The member makes the motion 118
Step 4: Another member seconds the motion 118
Step 5: The chair states the motion 120
Step 6: The members debate the motion 121
Step 7: The chair puts the question and the members vote 121
Step 8: The chair announces the result 122
Chapter 7: Debate: Discussing the Pros and Cons of Ideas 125
Understanding the Debate Process 126
To Debate or Not to Debate, That is the Question! 126
Presiding over the Debate 129
Starting the debate 129
Assigning the floor 130
Deciding who to recognize 134
Refraining from debate 135
Handling an appeal 135
Closing debate and taking the vote 135
Debating As a Member 137
Taking your turn 137
Seeking recognition and obtaining the floor 137
Recognizing limitations on debate 138
Getting around the rules by changing the limits of debate 140
Knowing when it’s okay to interrupt 140
Playing Nice: Decorum in Debate 142
Dealing with Disruption: Dilatory and Improper Motions 144
Chapter 8: Making Group Decisions: Voting on the Motion 147
Knowing Your Voting Rights and Responsibilities 148
Voting as a duty 148
Abstaining from voting 148
Voting for yourself 149
Interrupting a vote 149
Explaining your vote 150
Changing your vote 150
Making your vote count — once! 150
Deciding questions of procedure 150
Taking Your Pick of Voting Methods 151
Unanimous consent 151
Voice vote (viva voce) 152
Rising vote 152
Counted vote 153
Roll-call vote 154
Voting by ballot 155
Allowing Absentee Voting 160
Voting by proxy 160
Voting by mail 163
Voting online 165
Determining Voting Results 168
Crossing voting thresholds 169
Handling tie votes 171
Challenging a vote 172
Chapter 9: Subsidiary Motions: Helping to Process the Main Motion 175
Disposing of a Main Motion 176
Ranking the Subsidiary Motions 178
Let’s Vote but Say We Didn’t: Postpone Indefinitely 180
Using the motion to Postpone Indefinitely 181
Six key characteristics of the motion to Postpone Indefinitely 183
Making a Change: Amend 183
Six key characteristics of the motion to Amend 184
Amending by the book 184
Understanding basic forms of amendments 186
Sending It to Committee: Commit or Refer 193
Using the motion to Commit 194
Delegating authority to a committee 195
Six key characteristics of the motion to Commit 195
Dealing with It Later: Postpone to a Certain Time (Or Postpone Definitely) 196
Using the motion to Postpone to a Certain Time 197
Limiting the time of postponement 197
Six key characteristics of the motion to Postpone to a Certain Time 199
How Long Can This Go On? Limit or Extend Limits of Debate 200
Using the motion to Limit or Extend the Limits of Debate 200
Additional information 201
Six key characteristics of Limit or Extend the Limits of Debate 202
Enough Already! Previous Question 203
Putting the damper on debate 203
Using Previous Question to stop debate and vote immediately 204
Six key characteristics of the motion Previous Question 206
Doing This Now: Lay on the Table 207
Using the motion to Lay on the Table 207
Six key characteristics of the motion to Lay on the Table 208
Chapter 10: Privileged Motions: Getting through the Meeting 211
Ranking the Privileged Motions 212
Getting Back on Schedule: Call for the Orders of the Day 214
Using the motion to Call for the Orders of the Day 215
Setting aside the orders of the day 216
Six key characteristics of the motion to Call for the Orders of the Day 216
It’s Cold in Here: Raise a Question of Privilege 217
Using the device Raise a Question of Privilege 218
Six key characteristics of the device Raise a
Question of Privilege 220
Taking a Break: Recess 220
Using the motion to Recess 221
Six key characteristics of the motion to Recess 222
Time to Get Outta Here: Adjourn 222
Using the motion to Adjourn 224
Six key characteristics of the privileged motion to Adjourn 225
Finishing on Another Day: Fix the Time to Which to Adjourn 226
Using the motion to Fix the Time to which to Adjourn 227
Six key characteristics of the motion to Fix the Time to Which to Adjourn 228
Chapter 11: Incidental Motions: Dealing with Questions of Procedure 229
Defining Incidental Motions 230
Using Incidental Motions 231
Following the Rules: Point of Order 232
Rising to a point of order 233
Beating the clock on points of order 235
Looking back in time: Precedent 237
Six key characteristics of Point of Order 238
Sorry, but I Disagree: Appeal 238
The appeal of the motion to Appeal 238
Applying the motion to appeal 240
Six key characteristics of Appeal 241
We Can’t Let That Stop Us: Suspend the Rules 241
Moving to Suspend the Rules 242
Knowing when you can’t suspend the rules 244
Six key characteristics of the motion to Suspend the Rules 245
Oh, Come Now! Objection to the Consideration of a Question 246
Objecting to Considering a Question 246
Six key characteristics of the motion to Objection to the Consideration of a Question 248
Too Much in One Fell Swoop: Division of a Question 248
Using Division of a Question 249
Six key characteristics of the motion Division of the Question 251
Going Over This Carefully: Consideration by Paragraph 251
Considering by paragraph 252
Considering as a whole 253
Six key characteristics of the motion Consideration by Paragraph 253
Being Sure about the Vote: Division of the Assembly 254
Using Division of the Assembly 254
Six key characteristics of the motion Division of the Assembly 255
Deciding How to Decide: Motions Related to Methods of Voting and the Polls 255
Using motions related to methods of voting and the polls 256
Six key characteristics of motions related to methods of voting and the polls 257
Coming Up with Candidates: Motions Related to Nominations 258
Using motions related to nominations 258
Six key characteristics of motions related to nominations 259
I Can’t Take It Anymore! Request to Be Excused from a Duty 259
Requesting to Be Excused from Duty 260
Six key characteristics of the Request to Be Excused from a Duty 261
Is It in Order To ? Parliamentary Inquiry 261
Making a Parliamentary Inquiry 262
Six key characteristics of Parliamentary Inquiry 262
Needing to Know More: Request for Information 263
Using Request for Information 263
Six key characteristics of Request for Information 264
Making Other Requests 265
What was I thinking? Request to Withdraw or Modify a Motion 265
Just let me read this: Request to Read Papers 266
Six key characteristics of other requests 267
Chapter 12: Looking At Motions That Bring a Question Again Before the Assembly 269
Been There, Done That! Preventing Revoting on Motions 270
Having Second Thoughts: Reconsidering 272
Understanding “Reconsider” as a parliamentary term 273
Using the motion to Reconsider 273
Knowing when not to use “Reconsider” 276
Using a special form of Reconsider: Reconsider and enter on the minutes 279
More considerations on the motion to Reconsider 280
Identifying six key characteristics of the motion to Reconsider 281
Rescinding or Amending Something Previously Adopted 282
Using Rescind or Amend Something Previously Adopted 282
Knowing what motions you can’t rescind or amend 284
Identifying the six key characteristics of this motion 285
Discharging a Committee 285
Using the motion to Discharge a Committee 286
Identifying six key characteristics of the motion to Discharge a Committee 287
Examining What’s Left on the Table — Taking from the Table 288
Using the motion to Take from the Table 288
Understanding when you can’t take from the table 290
Knowing what’s before the assembly when a motion is taken from the table 290
Identifying the six key features of the motion to Take from the Table 291
PART 3: GETTING INVOLVED IN LEADERSHIP 293
Chapter 13: Who’s Going to Do the Work? Following Nomination Procedures 295
Nominations by the Chair 296
Nominations from the Floor 297
Opening the floor for nominations 297
Handling nominations from the floor 298
Debating nominations 299
Closing nominations 300
Nominations by a Committee 302
Selecting the committee 303
Working on the committee 303
Handling the committee report 308
Nominations by Ballot 309
Nominations by Mail 309
Nominations by Petition 310
Chapter 14: Holding Elections and Making Appointments 311
Conducting Elections Like a Maestro 312
Electing by ballot 312
Electing by voice vote 317
Electing by roll call 318
Determining who wins 319
Contesting an election 320
Dealing with incomplete elections 323
Filling Vacancies 324
Making Committee Appointments 324
Exploring the methods of appointing committees 325
Finding more ways to appoint committee members 327
Chapter 15: Running the Show: Officers and Directors 329
Perfecting Presidential Presence 330
Preparing to lead 330
Presiding with pizzazz 332
Maintaining magnanimity 334
Rounding out the job 336
Playing (Not-So) Second Fiddles 337
Waiting in the wings: Vice-president 337
Keeping jots and tittles: Secretary 339
Balancing the books: Treasurer 342
Tackling Other Tasks 343
Managing the business: Directors 343
Keeping the peace: Sergeant-at-arms 343
Guarding the gate: Doorkeeper 343
Continuing the saga: Historian 344
Shelving the tomes: Librarian 345
Stowing the scepter: Curator 345
Speaking words of wisdom: Chaplain 345
Managing the staff: Executive director 345
Advising on procedure: Parliamentarian 346
Filling Vacancies in Offices 346
Defining Terms of Office 348
Chapter 16: Gearing Up for the Real Action: Committees 351
Defining the Ordinary Committee 352
Standing committees 353
Special committees 354
Taking Stock of Committee Appointment Methods 357
Appointing Committee Members 358
Making appointments for the right reasons 359
Appointing special committees for investigations or deliberations 359
Picking the right mix for committees carrying out a specific task 360
Selecting ideal members for standing committees 360
Following Committee Procedures 360
Using small board rules 361
Unfettering the discourse 361
Easing up on minutes 362
Hearing from the masses 362
Working on a Committee 362
Hearing from the secretary 363
Presiding over a committee 363
Participating as a committee member 364
Adjourning committee meetings 365
Chapter 17: Reporting to Your Organization 367
Making Minutes Minute 368
Styling your minutes 369
Composing your meeting’s minutes 369
Signing the minutes 373
Approving the minutes 373
Publishing a record of proceedings 375
First Things First: Filing the Treasurer’s Report 376
Next Up: Hearing Reports of Other Officers 377
Wrapping Up Reporting: Boards and Committees 377
Hearing from the executive board 378
Handling committee reports 378
Knowing What to Do with Reports and Recommendations 381
Recognizing Members’ Rights to Consult the Records 382
Chapter 18: Disciplining and Removing Officers or Members 385
Dealing with a Dictator 386
Putting a question from your place 386
Removing the presiding officer from the chair 387
Removing an officer permanently 387
Disciplining Members Who Shame Your Group’s Name 388
Checking out the facts first 390
Reporting findings of cause 391
Holding a trial 392
Maintaining Order in Meetings 395
Understanding rights of the group 396
Knowing what’s expected 396
Managing misbehaving members 396
Removing nonmembers from the hall 398
Chapter 19: Starting a New Association 401
Preparing for an Organizational Meeting 403
Inviting Prospective Members 403
Holding the First Organizational Meeting 404
Electing temporary officers 405
Adopting your parliamentary authority 406
Adopting the resolution to form the association 406
Appointing a committee to draft bylaws 407
Before you call it a day 408
Drawing Up Your Bylaws 409
Getting down to bylaw business 410
Appointing a subcommittee to write the first draft 410
Reviewing the first draft 411
Holding Your Second Organizational Meeting 411
Calling the meeting 411
Approving the minutes 412
Adopting the bylaws 412
Holding Your Charter Meeting 413
Enrolling charter members 413
Electing permanent officers 413
Handling other essential business 414
Adjourning 414
Chapter 20: The Convention of Delegates: A Special Kind of Assembly 415
Defining the Convention of Delegates 416
Serving As a Delegate 417
Organizing the Convention Assembly 417
Deciding who can vote: Credentials committee 418
Establishing some rules: Committee on standing rules 420
Knowing when to do what: Convention program committee 423
Understanding Other Convention Committees 424
Getting down to details: Convention arrangements committee 425
Screening proposals for action: Resolutions committee 426
PART 4: THE PART OF TENS 429
Chapter 21: Ten (Plus Two) Meeting Procedure Myths 431
Robert’s Rules Is Just a Guide You Don’t Have to Follow 432
Only One Motion Can Be on the Floor at a Time 432
The Presiding Officer Can Vote Only to Break a Tie 434
The Parliamentarian Makes Rulings 435
A Motion Not Seconded Is Void 436
Abstentions Count As Yes (or No) Votes 436
The Chair Must Ask for Unfinished Business 437
The Chair Must Call for Nominations Three Times 437
If the Winner Doesn’t Serve, Second Place Can Take Over 438
Officers Must Be Members 439
Ex Officio Members Can’t Vote 439
Motions Don’t Take Effect Until Minutes Are Approved 440
Chapter 22: Ten Tips for Presiding Officers 441
Know Your Rules 441
Plan Your Meetings 442
Start Your Meetings on Time 443
Use Unanimous Consent 443
Use Committees 444
Preside with Impartiality 444
Never Give up the Chair 446
Don’t Share Your Lectern 446
Keep Your Cool 447
Use a Parliamentarian 447
Chapter 23: Ten Motion Mistakes to Avoid 449
“Reconsidering” a Vote 449
Speaking without Recognition 450
Moving to “Table!” 451
Calling the Question 452
Tabling It until Next Month 452
Offering a Point of Information 453
Offering Friendly Amendments 453
Making Motions to Accept or Receive Reports 454
Dispensing with the Minutes 455
Wasting Breath on “I So Move” 456
Chapter 24: Ten Custom Rules to Consider 457
Changing the Ten-Minute Speech Rule 458
Defining Your Quorum 458
Establishing Rules Related to the Quorum 459
Authorize your board to fill its vacancies to achieve a quorum 459
Authorize a mail or Internet vote to change an impossible quorum 460
Electing by Voice instead of by Ballot 460
Adopting Special Vote Thresholds 461
Authorizing a Committee to Adopt Its Own Rules 462
Authorizing Spending When Adopting Budgets 463
Requiring an Adopted Agenda by Rule 464
Adopting a Customized Order of Business 464
Breaking a Tie in Elections 465
Chapter 25: Ten Considerations for Electronic Meetings 467
Developing Bylaw Provisions 468
Making Members Responsible for Connection and Access 469
Providing for a Quorum Call 469
Obtaining Recognition to Speak 470
Interrupting a Speaker 470
Establishing Requirements for Motions 471
Hearing “What Are We Voting on?” Less Frequently 471
Covering Voting Methods 472
Noting Comings-and-Goings 473
Pulling the Plug 473
APPENDIX: GLOSSARY OF PARLIAMENTARY
TERMS 475
INDEX 491
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