Introduction to Robert's Rules of Order

Motions

1. Call to order.
2. Move a motion.
3. Second a motion.
4. Debate motions.
5. Vote on motions.

Basic Types of Motions

Presenting Motions

1. Obtaining the floor
   1. Wait until the last speaker has finished.
   2. Rise and address the Chairman by saying, "Mr. Chairman, or Mr. President."
   3. Wait until the Chairman recognizes you.
2. Make Your Motion
   1. Speak in a clear and concise manner.
   2. Always state a motion affirmatively. Say, "I move that we ..." rather than, "I move that we do not ...".
   3. Avoid personalities and stay on your subject.
3. Wait for Someone to Second Your Motion
4. Another member will second your motion or the Chairman will call for a second.
5. If there is no second to your motion it is lost.
6. The Chairman States Your Motion
   1. The Chairman will say, "it has been moved and seconded that we ..." Thus placing your motion before the membership for consideration and action.
   2. The membership then either debates your motion, or may move directly to a vote.
   3. Once your motion is presented to the membership by the chairman it becomes "assembly property", and cannot be changed by you without the consent of the members.
7. Expanding on Your Motion
   1. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.
   2. The mover is always allowed to speak first.
   3. All comments and debate must be directed to the chairman.
   4. Keep to the time limit for speaking that has been established.
   5. The mover may speak again only after other speakers are finished, unless called upon by the Chairman.
8. Putting the Question to the Membership
   1. The Chairman asks, "Are you ready to vote on the question?"
   2. If there is no more discussion, a vote is taken.
   3. On a motion to move the previous question may be adapted.

Voting on a Motion:

The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:

1. By Voice -- The Chairman asks those in favor to say, "aye", those opposed to say "no". Any member may move for a exact count.
2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required.
3. By General Consent -- When a motion is not likely to be opposed, the Chairman says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote.
4. By Division -- This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand.
5. By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired.

There are two other motions that are commonly used that relate to voting.

1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership.
2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.

Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly.

1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.

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Executive Session

            Sometimes during a public meeting something of a very sensitive nature may arise.  It may have to do with discipline of employees, discussing an employment contract, or consulting with the attorney.  State law allows and provides for the governing body to go into executive session or a closed meeting.  This means that everything said or done in executive session is secret or confidential.  Anyone who breaks the confidentiality of executive can be disciplined by the organization.

            To go into executive session a member must make a motion, it needs a second and is debatable.  It takes a majority vote to adopt.  If the members vote to go into executive session, all nonmembers must leave the room until the board votes to end executive session.  Minutes should state that the members voted to go into executive session and the reason for doing so.  It also might be helpful to include the time the board went into executive session and when it ended executive session.  For example the minutes might state:

 

“The board voted to go into executive session to consult with the attorney about the legal implications canceling the contract with the XYZ Company.  The executive session began at 10:15am and ended at 10:45am”.   

 

            Usually boards only go into executive session to discuss a matter and not take action.  All minutes of executive session can only be approved in executive session.  Since minutes state actions adopted rather than discussion, only those actions approved in executive session are recorded in those minutes.

            Let’s say a school board is deciding whether to renew the contract of the superintendent.  A member of the school board has received some information that he feels will affect the decision.  But this information should not be made known to the public.  The member of the board would move to go into executive session.  If adopted, the chair would state that the meeting is now in executive session.  The chair would either ask everyone to leave or they might retreat into another room in the building with only the board members present and anyone else that they feel needs to be there—like the attorney or the board secretary.  At this time the member would reveal the information. The board would discuss it only.  Someone moves to end the executive session.  If that is adopted by a majority vote, then the board returns to the open meeting and proceeds either with discussion or with a vote.  Everyone in the executive meeting is sworn to secrecy.  If any of the information is divulge it could open the board to a lawsuit by the superintendent.  The member who leaked the information could also be removed from office or perhaps sued. 

            The purpose of executive session in governmental bodies is not to hide important information from the members or the public, but to protect the innocent. In this case the information given about the superintendent may be false.  It would be very harmful to the superintendent to have his good named smeared by these falsehoods if made public.  It would also expose the board to criticism and possible legal action for spreading falsehoods. 

            Those serving on governing bodies should use executive session judiciously and wisely.  It should never give the appearance of doing something behind the backs of the constituents or the members.