Transcript Roberts Rules of Order for JGC 9-14-2014

Robert’s Rules of Order
• Rules governing the running of meetings:
– Derived from English parliamentary procedure
– Generally govern the proceedings at formal
WECC meetings
• Provide a common framework, vocabulary,
and toolset
• A tool for the use of the body; they are
meant to help you
1
Robert’s Rules of Order
• Why do we use Robert’s Rules of Order?
– Due process
o Enable everyone present to participate
o Make decisions with clarity
o Ensure that the majority decides but the minority is
heard
– Facilitate meetings effectively
2
Robert’s Rules of Order
• When do we use Robert’s Rules of Order?
– Establishing quorum
– Approving the agenda
– Making motions
– Debating motions
– Amending motions
– Voting on motions
– Disposing of motions
– Adjourning a meeting
3
Robert’s Rules of Order
• Quorum
– Generally addressed in the Bylaws or a committee’s
charter
– If not specifically addressed, then a majority of
members constitutes a quorum in most situations
– If a quorum is not present (and is required by relevant
governance documents) then any substantive action
taken is invalid
– Myth: Once a quorum is established it carries for the
remainder of the meeting
– One exception at WECC: Member Class meetings
(Bylaws § 5.1)
4
Robert’s Rules of Order
• Main Motion
– Introduce an item of business for consideration
– Cannot be made if another Main Motion is on the floor
– Debatable and amendable
• Example
“I move that the Standing Committee recommend to the
Board of Directors that the policy be adopted.”
Or more often at WECC
“So moved”
5
Robert’s Rules of Order
• Subsidiary
– Change the main motion, or its handling
• Example
“I move that ‘policy’ be capitalized and read ‘Policy.’”
-OR“I move to postpone the main motion until the next
Standing Committee meeting in order to allow time for
development of an accompanying White Paper.”
6
Robert’s Rules of Order
• Privileged
– Bring up urgent, special, or important matters that are
unrelated to the business on the floor
– Not debatable, and do not require a second
– Decided on by the Chair
– Includes Motions to Adjourn or Recess, and Questions of
Privilege
• Example
“I move that the Standing Committee review the notice
provided for this meeting for adequacy.”
-OR“I move that the Board enter a Closed Session to address the
motion on the floor.”
7
Robert’s Rules of Order
• Incidental
– Related to the business on the floor
– Allow for a question of procedure
– Point of Information or Point of Order
• Examples
“Before voting on this motion, please clarify whether the
Board directed the Standing Committee to develop a
Policy as well as a plan to implement the Policy.”
-OR“Point of Order: the motion for Point of Information is not
a debatable motion.”
8
Robert’s Rules of Order: In Practice
• Presenting a Motion
– A motion must have a second.
– The chair should announce the Motion before
debate begins. Always restate the exact
wording of a motion.
• In Practice:
– Wait to be recognized by the chair
– Make a concise, affirmative motion
– Wait for a second
9
Robert’s Rules of Order: In Practice
• Debating the Motion
– Chair facilitates but does not enter into the debate or
discussion while acting as chair
– Speakers must be recognized by the chair
• In Practice:
– Chair restates the motion and calls for discussion
– Mover may speak first
– Chair facilitates debate
o Motion to limit or extend debate (two-thirds majority required)
o Motion to end debate (two-thirds majority required)
“Everything that needs to be said has
been said…but not by everyone.”
10
Robert’s Rules of Order: In Practice
• Amending the Motion
– Revisions are accomplished by Amendments
– Re-state the main motion as amended
– Amendments must be addressed before returning to the Main
Motion
– Adopting an amendment does not mean the main motion has
been adopted
• In Practice
– Wait to be recognized
– Make a concise recommendation for amending the main motion
– Wait for a second
11
Robert’s Rules of Order: In Practice
• Voting on the Motion
– Remember: Bylaws, Charter, Voting Procedures for
Standing Committees, WECC Regional Standards
Development Procedure
– Indicate how the vote will be taken
o Unanimous consent
o Placard/hand raising
o Roll call or paper ballot
– Presiding Officer only votes if his or her vote will
change the outcome, or if a ballot vote is taken
12
Robert’s Rules of Order: In Practice
• Voting on the Motion – In Practice
– If debate occurs, a motion to close debate is needed
o Requires a second and a two-thirds majority vote
o Usually by consensus
– If no debate occurs, then the chair asks “Are you
ready for the Question” or “Is there any further debate”
o If no further debate then the chair puts the question
– “The question is on the adoption of the motion that…”
– Committee votes pursuant to the relevant process
– Note: If a participant calls the question this is treated
as a Motion to Close Debate
13
o Requires a second and a two-thirds
majority vote
Robert’s Rules of Order: In Practice
• Outcomes Other than Voting on the Main
or Amended Motion
– Motion to Table
o A way to postpone the motion until a later time
during the current meeting or a later meeting
– Motion to Postpone Indefinitely
o A way to terminate a motion
14
Robert’s Rules of Order: Tips for
Assisting Chairs
• If you have questions in advance of a meeting contact
Legal Counsel to discuss potential scenarios and how to
best address those scenarios
• Coordinate with staff liaison to make reference materials
available to participants to avoid surprise as appropriate
• During meetings type out any new or amended motions
for viewing by all participants
15
Robert’s Rules of Order
• Questions?
16