Robert’s Rules of Order

September 25, 2024

Photo Credit: Dick Hunt

PFLI’s By-laws:

PFLI’s By-Laws (5/31/19) – Article 4 (“Robert’s Rules”) says: “Robert’s Rules of Order shall govern the Federation in all cases to which applicable, and in which they are not inconsistent with the Constitution and By-laws.”

Roberts Rules of Order (“Robert’s Rules”)

Robert’s Rules is a guidebook of Parliamentary Procedure. As per its 2020 edition:

“The prime value of Parliamentary Procedure is that it provides processes through which an organization, large or small, can work out satisfactory solutions to the great number of questions in the least amount of time.”

The full edition of “Robert’s Rules of Order Newly Revised” is 633 pages. This summary is based on the 2020 “In Brief” edition of this work, which is about 200 pages. Most of the pages in these editions are not applicable in any practical way to PFLI’s deliberative meetings, such as its Board/Delegates meetings, where attendance is generally moderate…about 15 to 25 attendees. In fact, PFLI already holds its meetings in a manner that follows the spirit of Robert’s Rules. That said, the following is a summary guideline for future reference:

Meetings: Key Personnel

  • Chairperson (Usually PFLI’s President)

  • Secretary

  • Quorum (As defined in PFLI’s By-laws)

The duties of the Chairperson: (1) Begin, conduct, and adjourn the meeting, (2) Distribute and follow the meeting’s agenda, (3) Recognize speakers for discussion of issues, (4) Call for Votes, clearly state the wording of the motion to be voted on, announce the result of the votes.

The Duties of the Secretary: (1) Take Minutes of the meeting, (2) Record of meeting attendees, (3) Record of motions and votes, (4) Submit draft Minutes for approval at subsequent meeting.

Meetings: Key Personnel

  • Chairperson (Usually PFLI’s President)

  • Secretary

  • Quorum (As defined in PFLI’s By-laws)

The duties of the Chairperson: (1) Begin, conduct, and adjourn the meeting, (2) Distribute and follow the meeting’s agenda, (3) Recognize speakers for discussion of issues, (4) Call for Votes, clearly state the wording of the motion to be voted on, announce the result of the votes.

The Duties of the Secretary: (1) Take Minutes of the meeting, (2) Record of meeting attendees, (3) Record of motions and votes, (4) Submit draft Minutes for approval at subsequent meeting.

Meetings: Order of Business

PFLI’s By-laws, Article 3, states the order of business for PFLI meetings. It is in in the spirit of Robert’s Rules, which can be summarized as follows:

  • Call meeting to order

  • Approval of Minutes of prior meeting

  • Treasurer’s Report

  • Follow the Agenda of topics to be discussed/voted on

  • New Business

  • Adjourn

    To adjourn the meeting:

    • Chairperson says: “Is there any new business?

    • “If no further business, I move that the meeting be adjourned”

    • The motion is seconded. (*)

    • Vote to adjourn

    Meetings: Discussions, Motions, and Voting:

    Discussions

    • Chairperson recognizes persons to speak

    • Fairness to all who wish to speak

    • Comments must be germane the topic under discussion

    • Comments are based on issues and are not personal

    Motions

    Motions must be clearly worded and stated ahead of any vote. As per the 2020 edition of Robert’s Rules:

    “It is very important to say precisely what the words of the Motion are to be. The group votes on exact language, not a single vague idea. In the end, each Motion has to be written down in the Minutes.”

    Motions

    Motions must be clearly worded and stated ahead of any vote. As per the 2020 edition of Robert’s Rules:

    “It is very important to say precisely what the words of the Motion are to be. The group votes on exact language, not a single vague idea. In the end, each Motion has to be written down in the Minutes.”

    Motions are introduced by saying either: “I move that…”, or “I make a motion to…”

    Votes

    • A member makes a motion by saying: “I move that…”, or “I make a motion to…”

    • The Motion is seconded. (*)

    • The Chairperson calls for a vote by saying: “Those in favor of the motion…” and/or: “Those opposed to the motion.”

    • Votes can be by Voice vote, or Hand vote, or as otherwise stipulated in PFLI’s Constitution and By-Laws.

    • After the vote, the Chairperson announces which side “Has it”.

    A “Majority” is defined as: More than Half.

    (*) The point of seconding a motion is to show that at least two members are interested that the motion be made.

    NOTE: this summary of Robert’s Rules is intended for PFLI in-person or Zoom meetings, and apply mostly for deliberative meetings such as Board/Delegates meeting or special deliberative meetings, especially when votes are taken. Other situations that require a vote, such as urgent votes required between regular meetings, are discussed in PFLI’s Constitution and By-laws.

    R. Warshauer (September 25, 2024)