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Roberts Rules of Order

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					   What is a Quorum?



A quick overview of Parliamentary
           Procedure
 Presented by Betty L Curry CPSR, CPIA, CPIW, DAE




                                                    1
               Basic Terminology
• Quorum – number of members that must be in attendance to
  conduct business
•   Recess – a short break
•   Motion – a formal proposal presented by a member
• Standing Committees – those that have a continuing existence and
  function - these are usually defined in your bylaws
• Special Committees – created for a specific task




                                                                     2
• Bylaws – Basic rules related to the organization itself
   – Describe the group purpose
   – Spell out qualification and method of selecting
     members
   – Provide for officers, committees and meetings and
     defines what constitutes a quorum
   – May set up an executive board or board of directors
• Standing Rules – Address the administrative details that
  are not important enough to be put in the bylaws and do
  not relate to the conducting of business at a meeting.
• Point of Order – When a member feels the rules are not
  being followed. The Chair must make a ruling and
  enforce the rule.
                                                             3
• Previous Question – This motion immediately stops
  debate and any subsidiary motion. It requires a second.
  No debate is allowed and 2/3 vote is needed to close the
  debate.

• Methods of Voting
- Voice Vote – Chair asks for verbal confirmation by
  “ayes” or “nays”
- Rising Vote – Chair asks those in favor to rise
- Counted Rising Vote – Chair asks those in favor to rise
  and remain standing until counted
- Show of Hands – Chair asks those in favor to raise their
  hands


                                                             4
- Counted Show of Hands – Chair asks those in favor to
  raise their hand and keep is raised until counted
- Ballot Vote – Ballots are handed out, collected, counted
  and then the results are given to the Chair




                                                             5
 Holding a Meeting – Simplified Order of Business

• Call to order by presiding officer
• Reading and Approval of Minutes Report- copies should
  be provided to members present
• Reports – Treasurer’s Report and other committee
  reports
• Unfinished business – (Not old as this allows items to be
  brought up that have already been discussed and a
  resolution was achieved.)
• It is up to the Chair to bring up items left over from
  previous meeting(s). Each item is done separately,
  discussed, then it should be made into a motion and
  voted upon.
                                                          6
• New Business - Any member may bring up new
  business.
• Adjourning – If all business has be concluded, the chair
  may adjourn the meeting without a motion. If there is still
  pending business a motion must be made and carried by
  the majority.




                                                            7
                       Minutes
Minutes should contain mainly what was done at the
  meeting, not what was said.

First paragraph should contain
• Kind of meeting
• Name of Organization
• Date, time and place of meeting
• Name of presiding officer
• How the minutes of the previous meeting were handled
   (i.e. “as read, as corrected, as published, etc”)



                                                         8
• Each subject should be done in a separate paragraph. In
  the case of all important motions, the name of the mover
  should be shown and
   – Exact wording of the motion
   – Disposition of the motion including any amendments
   – All points of order whether it was passed or lost

• The last paragraph should state the time of adjournment
• The name of the seconder of a motion should not be
  entered in minutes unless ordered by the group.
• When a count is ordered or a vote by ballot, the number
  of votes on each side are entered.
• Name and subject of guest speaker can be given, but do
  not summarize the speaker’s remarks.
• Minutes should be signed by the secretary. “Respectfully
  submitted” is no longer used.

                                                         9
                    Treasurer Report
Report is in written form and should show:
• Ending date of report
• Balance on hand as of that date
• Receipts – each listed separately and then a total
• Disbursements – each listed separately and then a total
• Balance on hand

No vote is taken on the report. It is filed for audit.




                                                         10
                      Report of the Treasurer
                        (Name of Group)
Balance on hand as of January 1, 2011           $1,200.00
Receipts
   Member dues                     $300.00
   Proceeds from Bake Sale         $ 75.00
         Total Receipts                         $ 375.00
                 Total                          $1,575.00

Disbursements
   Postage                        $ 25.00
   Stationery                     $100.00
         Total Disbursement                     $ 125.00

Balance on hand as of January 31, 2011          $1,450.00



                                                            11
                                  The Motion

A motion is a formal proposal brought by a member.

To present a motion:
• Stand
• Be recognized by the Chair
• At this point, you have the floor so you state your motion
• When finished you sit

Presenting a motion
• “ I move that”
   Present your motion in clear concise terms. It is up to the secretary to
   record the motion in the minutes, so it is recommended that
   the motion be presented to the secretary and the meeting chair.
• After presentation of the motion, the Chair will ask for a second. A verbal
   second will suffice and the Chair does not need to recognize the person
   making the second.
• After the motion and second, the Chair states “It has been moved and
   seconded…” and repeats the motion exactly as presented. The reason for
   the reiteration is to be sure all understand the motion and to be sure the
   motion is in order and clearly worded.

                                                                            12
Debate the Motion is the discussion of the question, both pros and cons.

•   Chair can ask the maker of the motion to see if they wish to reiterate the
    reasons behind the motion.
•   If there is no debate, the Chair asks, “Are you ready for the question or is
    there any further debate. If none, the Chair states, “The question is on the
    adoption of the motion” and restates the motion. At this point, the motion will
    be voted upon.
•   The vote is held. The Chair then announces the results in four points
      – 1. Reports which side has “it”
      – 2. Declares the motion adopted or defeated
      – 3. Indicates the effect of the vote if needed or appropriate
      – 4. Announces the next item of business if applicable

The Debate
• You may speak twice on any debatable motion on the same day.
• Each time is usually limited but you can’t save time and apply it to the next
   speech.

                                                                                  13
•   You can not yield the floor to someone else to speak. (This is only done in
    Congress.)
•   The Chair needs to recognize the speaker.
•   You can not speak while someone else is speaking and you must be
    recognized by the Chair.
•   Debate should be germane to the topic.
•   The most important rule is that the debate is about the proposal not the
    person. Terms such as false, liar or lie should never be used in debate.
•   Always address the Chair not the previous speaker.
•   When you wish to close the debate, you must be recognized by the Chair
    and you state, “I move the previous question”. There must be a second. The
    Chair must call for a vote at this point and there must be 2/3 approval for
    moving the previous question. If approved the debate is ended and the
    Chair calls for a vote on the motion.




                                                                              14
                      Frequently Asked Questions

Is it true the Chair can vote only to break a tie?
   No. If the Chair is a member of the group, they have the same rights as all members.


Is it true, that once a quorum is established, it continues to exist no matter how
     many members leave during the course of the meeting?
   No. Each motion will need to have a quorum present.


Must debate on a motion stop immediately as soon as a member calls the
  question?
   It is a misconception that the debate must immediately stop. The member first must
   be acknowledged by the Chair, call the question and there must be a second and
   adopted by a 2/3 vote.


How can I get an item on the agenda for a meeting?
   Most of our local meetings have a proposed agenda that is not adopted by the group.
   Therefore any member may bring up a topic for discussion.

                                                                                     15
Questions continued …

Isn’t it necessary to summarize matters discussed at a meeting in the minutes
    of that meeting in order for the minutes to be complete?
   Not only is it not necessary, but it is improper to do so. Minutes are a record of what
   was done at a meeting, not a record of what was said.


If minutes of the previous meeting are corrected, are the corrections entered in
    the minutes of the meeting at which the corrections were made?
   If the corrections to the minutes are made at the time those minutes are originally
   submitted for approval, such corrections are made in the text of the minutes being
   approved. The minutes of the meeting at which the corrections were made should
   just state that the minutes were approved “as corrected”. If minutes need to be
   corrected later, a motion will need to be made to correct the already submitted
   minutes.


Can we hold our board meeting by conference call?
   You can only hold the board meeting by conference call if your bylaws specifically
   authorize this.

                                                                                         16

				
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