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Project 4: Robert's Rule of Order

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BBA 360

on 14 November 2013

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Transcript of Project 4: Robert's Rule of Order

Meeting Preparation
For a meeting to function effectively under Robert’s Rules of Order it must have an Agenda that clearly outlines the order of and the topics to be addressed in a meeting. (Robert’s Rules-Agenda. 2010.)
Types of Motions
Accomplishing meeting events
How to Present a Motion:
Project 4: Robert's Rules of Order
Robert's Rules of Order
"Robert’s Rules of Order (1915) is the oldest and most commonly used guide to parliamentary procedure, a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion."
-(“Roberts Rules Cheat Sheet”, 2010.)
Chair
The presiding officer of a meeting is typically called the Chairman, f.e. Chairman of the Board. The chair serves as one who helps to prepare meeting agendas, keep members updated with agendas, minutes, and reports; initiates the meeting, calls members to order, puts to vote all concerns, keeps meetings in order, expedites business and adjourns meetings.
By: Anita Irene Bell, Megan Anne Christensen, Kenneth Symon Mathew Cutler, Jovanni Carlos Garcia, Tiana Imai, and Jeffrey Tenner
Meeting Format and Process
1. Call to order.
The following outlines the structure of a typical meeting using this method.
2. Roll call of members present (voting delegates to respond).
4. Officers’ reports
Reports that are taken up in order, by how the bylaws list the officers.
These are simply updates and do not include votes.

5. Committee reports
These also are updates and do not include votes.
3. Reading of the minutes from the last meeting.
Meeting leader typically will ask if there are any additions or changes to the minutes.
This typically will be followed by a vote to approve the minutes.
6. Old business
This is important business previously planned for discussion at the current meeting.
This can include items that were discussed at the last meeting, but more information was needed or they were not on the agenda for a vote.
Old business can include votes.
7. Regular business
This is any item listed on the agenda as regular business for the body to discuss.
The body can vote on each issue listed on the agenda. The body consists of one voting delegate per group.
The body cannot vote on any item not listed on the agenda.
The body also can vote to table discussion of any item until a later meeting, but they must either set a date for more discussion or postpone indefinitely.
8. New business
Any new business or resolutions before the body that requires a vote.
This must also include a description on the agenda.
9. Announcements
These are announcements from the body, but do not include votes.
10. Adjournment
The meeting leader will move for adjournment, signifying the end of the meeting.
(“Roberts Rules Cheat Sheet”, 2010.)

Wait until the last speaker has finished.
Rise and address the Chairman by saying, "Mr. (or Ms.) Chairman"
Wait until the Chairman recognizes you.

1. Obtaining the floor
2. Make your Motion using "I move that we..."
3. Wait for Someone to Second Your Motion
Another member can second your motion or the Chairman will call for a second.
4. If there is no second motion, it is lost.
Motions are the typical method used by members of a body to express themselves during a meeting. A motion is a proposal that the entire membership can take action on.
1. Main Motions:
Introduces items to the membership for their consideration
They cannot be made when any other motion is on the floor.
6. Motion to Postpone:
This is often used as a means of parliamentary strategy and allows opponents of a motion to test their strength without an actual vote being taken.
Also, debate is once again open on the main motion.
This can be a postponement until a set date or indefinitely.
2. Subsidiary Motions:
Change or affect how a main motion is handled, and is voted on before a main motion
3. Privileged Motions:
Bring up items that are urgent about special or important matters unrelated to pending business.
4. Incidental Motions:
Provide a means of questioning procedure concerning other motions and must be considered before the other motion.
5. Motion to Table:
Used in the attempt to "kill" a motion.
References
American Society of Civil Engineers. (2010). Roberts Rules of Order – Cheat Sheet. Retrieved November 6, 2013, from http://www.asce.org/pplcontent.aspx?id=2147489901
Robert’s Rules of Order – The Agenda. (2010). Retrieved November 7, 2013, from http://www.roberts-rules.com/parl02.htm
Sylvester, N. (2012). Parliamentary Procedures. Retrieved November 7, 2013, from http://nancysylvester.com/docs/Resources/articles/parliamentary_procedure.html
n.n, (n.d.) Corangamite Adult Learning. Roles and Responsibilities of Office Bearers. Retrieved November 8, 2013 at http://www.cdaeg.com.au/comm_dev/cd_pfvpt1.html
n.n. (n.d.) Sills You Need. Conducting a Meeting – the Role of the Chairperson. Retrieved November 9, 2013 at http://www.skillsyouneed.com/ips/conduct-meeting.html
Jennings, C. (n.d.) For Dummies. Robert’s Rules for Defining a Quorum. Retrieved November 8, 2013 from http://www.dummies.com/how-to/content/roberts-rules-for-defining-a-quorum.html

Quorum
A quorum of an assembly is the number that must be present in order to transact business legally. Therefore, a quorum refers to the number present, not the number voting. The quorum should be stated in the by-laws.
Favorable Traits of a Chair
Should be very knowledgeable about Robert's Rules of Order
Should be knowledgeable about the by-laws of the assembly/group
Should have the ability to execute and capable of controlling men and women.
Should be an example of courtesy.
During the meeting the chair should...
Indicate progress, or the lack thereof.
Re-focus discussion that has wandered off the point.
Conclude one point and lead into the next.
Highlight important points.
Assist the secretary if necessary.
Clarify any misunderstanding
Pace the meeting to keep it to time
Establishing a quorum
The group conducting the meeting sets what constitutes a quorum
It could be a percentage of membership
It could be a fixed number of members
The number should not be too few, so the democratic sense is lost, but not so high so it is impractical to reach a quorum for all meetings.
When there is no quorum
When there is no quorum, meaning the minimum of members is not present, you can:
Fix the time in which to adjourn, this means, you pick another time and date to continue the meeting in the hopes to have a quorum;
Adjourn - end this meeting and wait for the next regular meeting
Recess- take a short break and try to gather more members; this is practical if members wander out of the room and someone notices there is not a quorum in the room.
Take other measures to assemble a quorum.
Consequences of no quorum
If decisions are made without a quorum, they are not legally binding.
Example
A monsoon storm leaves an excess of debris in the community pool. The HOA requires 20 members to constitute a quorum, but only 18 are able to come and they vote to pay a service to have the debris removed. The HOA as a group is not liable to pay for the clean-up, only the 18 that voted to hire the removal service.
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