OCTOBER: "PRINCIPLES OF PARLIAMENTARY PROCEDURES" (by Mr. Flint Lewis (RP))

1. WHY CARE ABOUT STRUCTURE?

“Committees help boards to be more efficient, more active, and more knowledgeable and to distribute work evenly among members…Organizations with an effective committee structure are more likely to have satisfied board members who feel they are making tangible and meaningful contributions…”

2. COMMITTEES: 

“…a body of one or more persons, elected or appointed by an assembly or society, to consider, investigate, or take action on certain matters or subjects, or to do all of these things.”

   - Standing Committee: “Permanent,” performs ongoing function

   - Special Committee: Ends when task done (working group or task force)

3. A COMMITTEE'S AUTHORITY IS LIMITED

   - Ensure the committee is authority to consider/act upon specific issues.

   - Limits on duties in governing documents (Standing Rules)

   - Resolution creating committee

4. WHY SHOULD I CARE ABOUT ROBERT'S RULES?

   - Leadership: Guides you through committee business

   - Fairness: Everyone is subject to the same rules

   - Efficiency: Robert’s Rules are designed for efficiency

   - Adapted from rules of Congress

   - Allows majority to work effectively while respecting the minority

5.LEADERSHIP MUST KNOW THE BASICS:

   - How motions are made

   - How votes are taken

   - The larger the body, the more formal the procedures

6. SEQUENCE FOR CONSIDERATION:

   - Motion made (mover controls)

   - Second (mover controls)

   - State the motion (mover controls)

   - Debate (committee controls)

   - Vote (Committee controls)

   - Announce the vote

7. AMENDMENTS:

   - Amendment = secondary motion; must be germane

   - Outside-in: Handle the amendment first, then the main motion

   - Follow the sequence for consideration

   - You may amend an amendment, but no further amendments can be pending

   - If amendment approved: vote on the underlying motion (as amended) (i.e. 2 votes are required for adoption)

8. SPECIAL RULES FOR COMMITTEES:

   - “…motions to close or limit debate are not allowed in committees.”

   - Informal discussion of a subject is permitted while no motion is pending

   - No limit to number of times a member can speak

9. CHAIRMAN'S RULE IN COMMITTEES: 

“In committees, the chairman is usually the most active participant in the discussions and work of the committee.” [RONR 50:25, p. 476]

10. COMMON PROCEDURAL ERRORS:

   - Moving to lay on the table

   - Calling the question/closing debate without motion

   - Asking for abstentions

   - Chairmen being overactive in debates

   - Not approving the agenda

   - Moving to a second main motion without addressing the first

   - Friendly amendments

   - Accept/receive a report

11. NEW SAMPLE RULES FOR ELECTRONIC MEETINGS:

   - Secretary sends all email with link or URL, time, backup phone number

   - Schedule Internet availability at least 15 minutes before start

   - Member sign in and maintain internet and audio access thru meeting

   - Establish quorum at outset by audible roll call

   - Each member responsible for own audio/Internet connection

   - Chair may mute or disconnect a connection when undue interference

   - Chair shall specify exact method of being recognized

   - Secretary designates online area for display of pending motions

   - Voting shall be by anonymous feature of Internet meeting service

   - If large group, cause ongoing display of Chair and current speaker