Roberts Rules of Order is a widely recognized set of parliamentary procedures that provides a framework for conducting meetings and making decisions in an orderly, fair, and efficient manner. Whether you’re part of a formal organization, a community group, or any assembly that requires decision-making, understanding these rules is essential for smooth operations. This cheat sheet serves as a quick reference guide to the most important aspects of Roberts Rules of Order, helping you navigate meetings with confidence.
Understanding the Basics of Roberts Rules of Order
Roberts Rules of Order was first published in 1876 by Henry Martyn Robert, an American Army officer. The purpose of this guide is to facilitate democratic decision-making and provide a structure for discussions. Here are some fundamental concepts:
Key Terminology
- Motion: A formal proposal made by a member during a meeting.
- Second: A statement indicating that another member supports the motion, allowing it to be debated.
- Amendment: A change proposed to the main motion.
- Quorum: The minimum number of members required to be present to conduct business.
- Vote: The method by which members express their approval or disapproval of a motion.
The Structure of Meetings
Meetings typically follow a structured agenda, which includes:
1. Call to Order: The meeting is formally started by the presiding officer.
2. Roll Call: Attendance is taken to ensure a quorum.
3. Approval of Minutes: The minutes from the previous meeting are reviewed and approved.
4. Reports: Officers and committees present updates.
5. Old Business: Discussion of unfinished matters from previous meetings.
6. New Business: Introduction of new topics for discussion and decision-making.
7. Adjournment: Officially ending the meeting.
Types of Motions
Motions are the backbone of Roberts Rules of Order, and understanding the different types can greatly enhance your effectiveness in meetings.
Main Motion
This is used to introduce a new item of business. For example, “I move that we allocate $500 for community outreach.”
Subsidiary Motions
These motions modify or dispose of the main motion. Some common subsidiary motions include:
- Amend: Change the wording of the main motion.
- Table: Temporarily suspend consideration of the main motion.
- Postpone: Delay the discussion to a later time.
Privileged Motions
These motions are urgent and take precedence over other business. Examples include:
- Call for the Orders of the Day: Request to return to the agenda.
- Adjourn: End the meeting.
- Recess: Pause the meeting for a specified time.
Incidental Motions
These arise out of other motions and are related to the procedure. Examples include:
- Point of Order: Challenge a breach of the rules.
- Appeal: Question the decision of the chair.
Making a Motion
To effectively make a motion during a meeting, follow these steps:
1. Obtain the Floor: Wait until the current speaker has finished and ask to speak.
2. Make the Motion: Clearly state your proposal. For instance, “I move that we…”
3. Wait for a Second: Ensure another member seconds your motion to proceed.
4. State the Motion: The chair should restate the motion for clarity.
5. Discuss: Members debate the motion, providing their viewpoints.
6. Vote: A vote is taken after discussion concludes, using methods such as voice votes, show of hands, or ballot.
Voting Procedures
Voting is a critical part of decision-making in meetings. Here are some voting methods:
Types of Votes
- Voice Vote: Members verbally express their approval or disapproval.
- Show of Hands: Members raise hands to indicate their vote.
- Ballot Vote: Members write their votes on paper for more privacy.
- Roll Call Vote: Each member’s vote is called out and recorded.
Majority vs. Supermajority
- Simple Majority: More than half of the votes cast. Applicable for most motions.
- Two-thirds Majority: Requires two-thirds of votes for motions such as amending bylaws or closing debate.
Amendments to Motions
Amending a motion allows members to change the original proposal. Here’s how to do it:
1. Obtain the Floor: Wait for the right moment after the original motion is stated.
2. Make the Amendment: Clearly specify the change. For example, “I move to amend the motion by adding...”
3. Second the Amendment: Like the main motion, it must be seconded.
4. Discuss and Vote: Members debate the amendment before voting on it separately from the main motion.
Handling Debate
Effective debate is crucial for a productive meeting. Here are guidelines for managing discussions:
Rules for Debate
- Time Limits: Set time limits for each speaker to ensure fairness.
- Order of Speaking: Members should wait for their turn and only speak when recognized by the chair.
- Stay on Topic: Members must focus on the current motion and avoid irrelevant discussions.
Closing Debate
To close debate, a member can move to “previous question.” This motion requires a second and a two-thirds majority to pass. If successful, no further discussion occurs, and a vote on the motion follows.
Maintaining Order
The presiding officer plays a vital role in maintaining order during meetings. Here are some essential responsibilities:
- Enforce Rules: Ensure all members adhere to the established rules of order.
- Facilitate Discussion: Encourage participation while preventing monopolization of the floor.
- Handle Disruptions: Address any breaches of conduct swiftly and fairly.
Conclusion
Understanding Roberts Rules of Order is crucial for effective meetings and decision-making processes. This cheat sheet provides a concise overview of the essential components, from making motions to voting procedures. By familiarizing yourself with these rules, you can contribute to a more organized, respectful, and productive environment in any assembly. With practice, you will not only enhance your leadership skills but also empower your organization to function more efficiently, ensuring that every voice is heard and every decision is made democratically.
Frequently Asked Questions
What are Robert's Rules of Order?
Robert's Rules of Order is a widely used manual of parliamentary procedure that provides guidelines for conducting meetings and making decisions in an orderly manner.
What is a 'cheat sheet' for Robert's Rules of Order?
A cheat sheet for Robert's Rules of Order is a simplified reference guide that summarizes key concepts, motions, and procedures to help individuals effectively participate in meetings.
What are some common motions included in a Robert's Rules cheat sheet?
Common motions include 'Main Motion', 'Amend', 'Table', 'Close Debate', 'Refer to Committee', and 'Point of Order', among others.
How can a Robert's Rules cheat sheet benefit meeting participants?
It helps participants understand the process, ensures orderly conduct, enhances participation, and aids in making informed decisions quickly.
Where can I find a reliable Robert's Rules of Order cheat sheet?
Reliable cheat sheets can often be found on official organization websites, educational institutions, or reputable online resources that specialize in parliamentary procedure.
Is it necessary to memorize Robert's Rules of Order to use the cheat sheet effectively?
No, it is not necessary to memorize all the rules; the cheat sheet serves as a quick reference tool that allows users to look up procedures as needed during meetings.
