Everyone Can Contribute to Effective Meetings
At a recent Soroptimist International Loomis Basin meeting, club members gave us a refresher on Robert’s Rules of Order. At each meeting we give our members ongoing training called: S.O.L.T. Soroptimist Orientation and Leadership Training.
Basics of Robert’s Rules of Order
Robert’s Rules of Order is a set of parliamentary rules for running meetings in an orderly and democratic manner, ensuring that everyone has a voice while decisions are made efficiently. The rules, first published in 1876 by Henry M. Robert, cover the process from calling a meeting to ordering adjournment, with key principles including a quorum being necessary for business, a majority ruling, and one question being considered at a time.
Why does Soroptimist use Robert’s Rules?
* Efficiency: They provide a clear process to handle business, which can make meetings more efficient and productive.
* Fairness: The rules ensure all members have a chance to participate in the discussion and vote on decisions.
* Structure: They prevent meetings from becoming chaotic by providing a predictable structure for debate and decision-making.
Key principles
* Order and fairness: The rules provide a framework for a fair and structured meeting, ensuring the rights of both the organization and its members are protected.
* Majority rule: A majority vote decides most issues, though some require a two-third vote to pass.
* Quorum: A minimum number of members, known as a quorum, must be present for the meeting to conduct business.
* Right to speak: Members must be recognized by the chair before speaking, and only one person can have the floor at a time. Allow each person to speak so the discussion is not monopolized by one person or group.
* One item at a time: Only one motion can be debated and voted on at a time to maintain focus.
* Discussion and debate: Full and free discussion of every main motion is a basic right, and personal remarks are out of order.
* Voting: Once debate is closed, the chair puts the motion to a vote, and a member can propose an amendment to the motion before it is voted on.
Common motions and procedures
* Making a motion: A member makes a formal proposal by saying, “I move that…”.
* Seconding a motion: Another member must indicate agreement by saying “I second the motion” before discussion or a vote can occur.
* Amendments: A motion to amend can be made to change the original motion, but only up to a certain number of levels of amendment are allowed.
* Postponing: A motion can be postponed to a specific time or indefinitely. “Postpone indefinitely” can kill a motion for the current meeting.
* Adjournment: A member can make a motion to adjourn the meeting.
Step-by-Step Guide For Motions
1. Obtain the Floor and Be Recognized: Raise your hand to get the meeting leader’s attention. Wait for that person (president, chair) to recognize you by name. The president can also prompt the group by asking for someone to raise a motion, but she is strongly urged not to make the motion herself. The leader is to remain impartial. The topic of a motion should be presented with sufficient background so that the voting members are clear about the subject at hand.
NOTE: Discussion of the topic and the upcoming motion should NOT occur at this time. The motion must be made first before members can have discussion with pros and cons, and comment. See Step #5.
2. Make the Motion: Once recognized, member states the proposed action or decision clearly. Common phrasing is, “I move that…” or “I make a motion to…” followed by your proposal. This is the correct phrasing, NOT “I motion.” Motion is a noun; move is a verb.
3. Receive a Second: After you make the motion, another member should signal their support by saying, “I second the motion.” A second is a signal that the motion should be discussed, not an indication of agreement with the idea. If there is not a second, the motion is dead and there is no further discussion. Or the original person making the motion can withdraw the motion.
4. Chair States the Motion: The chair will then repeat the motion, saying something like, “It is moved and seconded that [state the motion again clearly]. Is there any discussion?” This formally makes the motion a question for the group. Discussion comes after the motion is made and seconded. It’s at this point that all members are given the opportunity to voice their opinion.
5. Debate the Motion: Members can now debate the merits of the motion according to the key principles and rules. At this point, the motion can be amended to reflect a change that came from the discussion. You need a first and second motion for an amended motion.
6. Call for the Vote: After discussion and debate, the chair calls for a vote to determine whether the motion passes. The vote can be taken verbally by saying “All those in favor, say ‘Aye’ (or ‘Yes’) — pause to hear responses — and then “All those opposed, say ‘Nay’ (or ‘No’). This can also be done with a show of hands for ‘Yes’ and ‘No’ if it’s difficult to see/hear in a large crowd or if it’s unclear which vote has the majority and the vote needs to be counted.
Note: If a motion comes from a committee, a second is not required.
