Parliamentary Procedure - Robert's Rules of Order

The term Parliamentary Procedures sounds so intimidating that many people are inclined to give up learning before they even begin. In practice, Parliamentary Procedures are just a set of rules that govern the process and conduct at meetings. The rules keep things organized. The process is commonly used by small local groups as well as international bodies, though not all groups follow every aspect of the rules. Parliamentary Procedures are a uniform set of rules, accepted and understood around the world. The originator of this process is Henry M. Robert, who wrote the actual book on Parliamentary Law back in 1876. The rules have become known as Robert's Rules or Robert's Rules of Order.

Agenda and Quorums

The basic structure of meetings that follow Robert's Rules is guided by an agenda. The agenda is set prior to the meeting, but generally has flexibility to discuss additional issues as time permits at the end of the meeting. The typical agenda begins with a call to order and is quickly followed by a quorum count. A quorum count assures that there are enough members present to vote; usually more than half of the membership must be present. The quorum is set in the bylaws that govern the particular committee or group. Assuming there is a quorum, the meeting moves to the next agenda item which is to approve the minutes of the previous meeting. Some groups assign specific time frames to agenda items to further structure the meeting. Once the minutes of the previous meeting are approved, the committee or group proceeds down the list of agenda items. Items may include presentations, discussion topics, subcommittee reports, correspondence, financial matters or anything else of interest to the group. At the end of the agenda there is general time for new business and general information sharing.

Make a Motion

Meetings generally have areas of discussion or business where a vote will need to be taken. For example a local government committee may be discussing plans for a particular housing project. After a presentation or discussion, one of the committee members can make a motion to approve or deny the project. Once the motion is made it must be seconded by another committee member. Then, the topic is further debated. A member can choose to amend the motion, which means to clarify or make modifications to the motion. Discussion continues until a member calls for a vote on the motion. The vote can be via show of hands, voice, by ballot or role call. Committees can predetermine time frames for such debate and then call for a vote when the allotted time is expired. If the matter cannot be resolved, a motion could be made to gather additional information and then place the item back on the agenda for the following meeting.

Things to Know

While the rules can seem cumbersome and stiff at times, the purpose is to assure that everyone has an opportunity to participate and that decisions are made democratically. The rules can be used to prevent anyone member from monopolizing a meeting or "grandstanding". The rules also ensure that a vote will not be taken without a majority of the membership presents. The quorum is required before any action on notable issues is taken. Learning how to follow Robert's Rules is easy. Sitting through a couple of meetings and watching the process will give an idea of how formal or informal a particular group is in terms of following the rules. Members of a committee can always suggest a review of the rules or an adoption of stricter rules if they feel that the committee decisions are being manipulated or compromised due to a lack of structure. Robert's Rules help to ensure that everyone participates and everyone gets a say in the matter and a vote on the action.