Rules of Order Used at Meetings

Rogers’ Rules of Order

Meeting Philosophy

This is a co-op—we are all responsible for contributing to how it runs. We are all intelligent. We care about others. We wish to make good decisions—best decisions may be too perfect of a goal. We accept some organizational structure and rules to facilitate making the decisions and apportioning the responsibility. Everyone is responsible for seeing that meetings run well.

Process Philosophy

Satisfaction with our decision is more important than the process we use to reach decisions. If too many motions or amendments are on the floor at one time, then we have not properly clarified the issue—so let’s start over, clarify the issue, then get a new motion. If there is consensus on an issue, we accept the consensus. If there is difference of opinion, we find as much consensus as possible, then vote on a motion or amendment that characterizes the differences so that we can choose one side or another. If many issues are interrelated, we vote on them as a package, not in parts, when one part affects an earlier part.

Recommended Procedures

Facilitators and others, such as the Coordinating Committee, define the agenda in terms of what will be discussed, what will be decided, and in what order things will be done. All members are informed of the agenda and its items through Board packets. An agenda might include introductions, agenda review, informational reports from officers, staff, committees, or houses, discussion items, decision items, and meeting critique. Use as many audio-visual aids as possible. Whenever possible an item is presented at one meeting for information and discussion, and decided at the following meeting. The agenda and accompanying information may include a proposed motion. Such motions are not automatic, merely guidelines to define the problem and one possible solution. When more than a few people wish to speak on an item, the facilitator will keep a speakers’ list, in order of recognition, with the following important caveat, at the facilitator’s discretion people who have talked too much can wait for those who haven’t. If the speakers’ list gets too long, the facilitator may temporarily close the speakers’ list until some people on the list have spoken. The facilitator could announce when the list was closed and reopened.

Recommended Roles and Guidelines

The facilitator handles the speakers’ list and guides discussion, such as by interrupting non-productive discussion, encouraging silent members to speak, and scheduling recesses. Everyone shares responsibility for facilitating good informed decisions. Everyone should prepare themselves for the meeting. When you have the floor be brief but complete. Address everyone in the meeting when talking about the issue being discussed; avoid a discussion with one person. Address the facilitator about how the meeting is going in terms of process. If you need more information, ask for it. Talk about where you are coming from rather than interrogating, making accusations, or speaking in generalities. Before speaking, think about the meeting as a whole, our goals, and everyone present. Take breaks at least every two hours. Items that are not of general interest can be discussed elsewhere.

Main Motions

Main motions can be made only when no main motion is already on the floor. They must be seconded, can be discussed, and require a formal majority vote to pass. There are two types of main motions:

1) A Motion to Decide Something is used to get things done and can be amended.

2) A Motion to Reconsider an Old Item seeks to make a finished item from earlier in the meeting the current agenda item and cannot be amended.

Subsidiary Motions

Subsidiary motions can be made only when there is a main motion on the floor. They must be seconded, can be discussed, cannot be amended, and require a formal or informal majority vote to pass. When general consensus is apparent, if no one opposes the action, the facilitator may simply declare that a subsidiary motion passes by an informal majority. There are four types of subsidiary motions:

1) A Motion to Amend the Main Motion seeks to alter and improve the main motion and is considered friendly, and therefore effective, unless it is not accepted by the main motion’s mover and seconder.

2) A Motion to Introduce a Substitute Motion seeks to replace the main motion with something else. A vote determines whether the substitute motion is successfully put on the floor alongside the main motion. If the substitute motion is added to the floor, another vote determines which motion remains on the floor as the main motion and which motion is taken off the floor. Both motions can be discussed before taking this vote. Note that a Motion to Introduce a Substitute Motion is out of order if there is a Motion to Amend the Main Motion on the floor.

3) A Motion to Table the Main Motion seeks to delay all further action on the main motion until the next meeting.

4) A Motion to Start Over seeks to replace all motions on the floor with the original main motion.

Privileged Motions

Privileged motions can be made without the facilitator’s recognition, are considered immediately, and cannot be amended. A Motion to Appeal a Decision of the Facilitator takes precedence over a Motion to Change the Rules which takes precedence over a Motion to Vote. There are three types of privileged motions:

1) A Motion to Appeal a Decision of the Facilitator seeks to overrule a decision by the facilitator and must be made right after the decision being appealed. If no compromise is immediately reached, the motion must be seconded, can be discussed, and requires a majority vote to pass.

2) A Motion to Change the Rules seeks to alter the rules of order for a specified limited period of time, must be seconded, can be discussed, and requires a majority vote to pass.

3) A Motion to Vote is used to call the question on the main motion on the floor, does not need to be seconded, cannot be discussed but all who oppose calling the question get a chance to speak, cannot be amended, and requires a two-thirds supermajority vote to pass. Note that this is the only motion that the facilitator can make.

Privileged Requests

Privileged requests ask the facilitator to do something. The facilitator can accept or reject a privileged request, but this acceptance or rejection can itself be appealed through a privileged motion. Privileged requests can be made without the facilitator’s recognition, are considered immediately, cannot be amended, and are not directly voted on. There are eight types of privileged requests:

1) A Request to Take a Sense Vote seeks to hold a non-binding sense vote relevant to the business under consideration.

2) A Request to Solicit Round-Robin Feedback seeks to solicit the input of all people present on the issue at hand.

3) A Request to Hear from the Silent seeks to solicit the input of those who have not yet spoken.

4) A Request to Hear from the Dissenters seeks to solicit the input of those who were in the minority on a vote.

5) A Request to Change the Agenda can be made at appropriate times, usually at the beginning of the meeting.

6) A Request to Take a Recess seeks a pause in the meeting, after which business continues where it left off.

7) A Request to Limit Discussion seeks to shorten the amount of time allotted to discuss something.

8) A Request to Declare a Motion Out of Order seeks to have the facilitator rule a motion to be out of order.

Privileged Demands

Privileged demands affect specific meeting procedures and can be made without the facilitator’s recognition, cannot be amended, and immediately take effect. A Demand to Take a Vote by Roll Call takes precedence over a Demand to Take a Vote by Hand. There are three types of privileged demands:

1) A Demand to Take a Vote by Roll Call requires that all voters take turns announcing their name, position, and vote for the minutes and is applicable to any vote.

2) A Demand to Take a Vote by Hand is applicable to any vote and requires that a formal vote count be taken, noting in the minutes the name and position of all dissenters.

3) A Demand to Withdraw an Action nullifies a motion, request, demand, or second that the demander themself has made. This type of demand can only be made regarding actions that have not been voted on or resolved.

Facilitator Declarations

Facilitator declarations overrule main or subsidiary motions, must be made right after the motion being overruled, require explanation, cannot be amended, and immediately take effect. There are two types of facilitator declarations:

1) A Declaration that a Motion is Out of Order can be made by the facilitator when the facilitator feels that a main or subsidiary motion is inappropriate or inapplicable according to the rules of order.

2) A Declaration that a Motion is Premature can be made by the facilitator when the facilitator feels that more information or discussion are necessary before a main or subsidiary motion can reasonably be considered.

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