Running Board Meetings -Aug. 18, 2015- by President Tom Butler
Attempting to stay focused so to accomplish business at hand in 1 ½ hours.
Use of Roberts Rules of Order – a time tested formula
- Respect others
- Maintain an open and positive attitude
- Be clear and concise
- Listen to understand and avoid interrupting others
- Avoid side conversations
- Be open and non-defensive about your own ideas
- Turn off technology or put on silent
How Decisions Are Made at Meeting: Handling Motions
(Roberts Rules of Order Chapter 3)
A. How to get to speak.
Raise hand after previous person has finished and address Chair.
Chair designates you as next speaker by name. You now have the floor and when finished you yield the floor.
B. How to make a motion.
You simply say,”I move that…..” Be clear and concise. The group votes on exact language, not on a vague idea. A long and complex motion should be written down first.
After making a motion, you immediately sit down. You wait until later to give your reasons for making the proposal.
A motion must be seconded but this does not mean that the seconder agrees with the motion. You merely call out second and you do not have to be recognized by the chair.
The chair states the question. “It is moved and seconded that “and repeats in exact words the motion that has been made.
It is important that everyone understands the motion.
The Chair must determine that the motion is both in order and clearly phrased. If in violation the Chair says,”The Chair rules that the motion is not in order because…..”
If the motion is unclear, the Chair should help the mover to reword it.
C. How a motion is considered.
Member A: (Stands) and says Chair Person! Member A is usually the mover of the motion.
Chair: (Says) Member A
Member A speaks. In the interest of time there should be a time limit so that everyone has an opportunity to participate.
Member A sits (Yields the floor)
Member B (stands after member A sits) Chairperson!
Chair: Member B
Member B sits when finished.
Members A and B don’t speak again until everyone else has a chance.There may be secondary motions that may be made relating to the main motion interrupting its consideration.
The Chair “Puts the question”
“Are you ready for the question?”
“The question is on the adoption of the motion that…”and then repeats the exact words of the motion to be voted on.
Those in favor of the motion say aye and be counted.
Those opposed say no and be counted.
The Chair announces the results
1.“The ayes have it and the motion is adopted and…” indicating the effect of the vote.
“The next order of business is…” or “Is there any further business”
2.“The noes have it and the motion is lost, the next order of business is… etc.”
Rules for Debate
Roberts Rules Chapter 4
- Speech limits- speak twice and 5 minute limit each time. Can be changed by 2/3 majority.
- The maker of the motion usually goes first.
- Someone who has not spoken on it once has preference over someone who has already spoken on it.
- Chair should try to alternate speakers who oppose and speakers who favor.
“Conflicts within groups tend to diminish over time when they are respected and time is spent establishing the areas of commonality, understanding and clarifying the real differences that exist in the situation and mediating the areas of disagreement.”