Robert's Rules For Dummies

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:

• Contains brand-new, updated content on the latest 12th Edition of Robert’s Rules
• Offers sample meeting agendas, minutes, scripts, and other material to show you how the pros keep meeting records
• Walks you through the basic—and not so basic—ways to nominate and elect officers and directors in organizations

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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