Roberts Rules of Order

Why have rules?

Need for some formal control Keeps people on target Roberts Rules of Order Newly Revised
Allows meetings to go smoothly Work out solutions to the greatest number of issues in the least amount of time As strict as necessary for the meeting

Motions
Motion: Formal proposal in meeting that a group take a certain action Main motion: bring business before board No debate before a motion is made Specific language
I move approval of case #07-02 I move approval of the minutes from the June 12, 2007 meeting

Motions
Second: A motion must be seconded before it can be considered by the group I move approval of case #07-01 Second

Putting the question

After seconding, the chair puts the question Chair: It is moved and seconded to approve case #07-01 Putting the question makes it clear what members are voting on Chair: It is moved an seconded to approve case #07-02 with the condition that all parcels be combined

Debate
After putting the question, the motion is debated Ms. Smith: I move to approve case 07-03 Mr. Jones: Second Chair: It is moved and seconded to approve case 07-03 The member making the motion usually has first crack at debate.

Speaking during debate

After the member making the motion speaks, others may speak Speakers must be recognized by the chair Once you are recognized, you have the floor and cant be interrupted

Debate
The chair may recognize you by name or by nodding or some other gesture
Ms. Smith: I move to approve case 07-03 Mr. Jones: Second Chair: It is moved and seconded to approve case 07-03 Ms. Smith: I am concerned that (finishes speaking) Mr. Jones (wanting to speak): Mr. Chairman! Chair: Mr. Jones Mr. Jones: How exactly will this proposal

Ending debate
After everyone speaks, the chair asks everyone if theyre ready for the question If no one else asks to be recognized, the secretary states the question
(everyone is finished speaking)

Chair: Are you ready for the question?

(no one answers)

Chair: Mr. Secretary Secretary: Mr. Chairman, the question is on the adoption of the motion to approve case #07-03
The secretary then calls the roll and records the vote

Other ways to end debate

If the debate is running in circles, a member can try to end debate by moving for the previous question Mr. A: I move the previous question Ms. B: Second Chair: The motion for the previous questions has been moved and seconded. Mr. Secretary please call the roll
(The secretary calls the roll and records the vote)

This motion must be seconded and approved by a two-thirds vote

If the motion passes, debate is cut off and the question is put If the motion is lost, debate continues

Voting
All votes are made by roll-call The secretary calls names and each member states their vote. After everyone votes, the secretary counts and calls the vote
When the motion is approved, the secretary states the effect of the motion. If the motion is lost, the secretary states nothing else The ayes have it and the motion is adopted. Case #07-03 is approved The noes have it and the motion is lost

Voting
(debate ends)

Chair: Are you ready for the question?

(no one objects)

Chair: Mr. Secretary? Secretary: Mr. Chairman, the question is on the adoption of the motion to approve case #07-03. Please indicate your vote with aye or no Mr. Secretary: Mr. A? Mr. A: Yes Secretary: Ms. B?
Ms. B: No Secretary: Mr. C? Mr. C: Yes Secretary: The ayes have it and the motion is adopted. Case #0703 is approved

Amending a motion
Once a main motion is made, it can be amended.
A member moves to amend the motion Another member must second it The chair announces how the amended motion would read Members can debate this amendment Members vote on the amendment If the amendment passes, the members vote on the main motion, as amended

Amending a motion
Main motion: I move approval of case #07-04 (debate) Ms. B: I move to insert the words with the condition that all parcels are combined at the end of the motion Mr. C: Second Chair: It is moved and seconded to insert the words with the condition that all parcels are combined. If the amendment is adopted the motion will read approval of case #07-04 with the condition that all parcels are combined.
(debate) Chair: Is there any further debate? Mr. Secretary, please call the roll (roll call vote) Secretary: The ayes have it and the amendment is adopted. (further debate) Chair: Is there any further debate? Secretary: The question is now on the main motion as amended, which is approval of case #07-04 with the condition that all parcels are combined.

Nominations
Nominations for:
Chairperson Vice chairperson At-large member

The chair calls for nominations A member announces a name (no second) The chair states the person is nominated The chair closes nominations After all nominations, a vote is conducted by ballot The chair announces the result and the election is final

Chair: Nominations are now in order for the position of chairman Mr. A: I nominate Ms. B Chair: Ms. B is nominated Mr. C: I nominate Mr. D Chair: Mr. D is nominated
Are there any further nominations? If not, nominations are closed

Adjourn
The chair may close the meeting by asking if there is further business, and if not, declare the meeting adjourned Chair: Is there any further business before this board? (silence) Chair: I declare this meeting adjourned If there is business before the board, the meeting may be adjourned by an affirmative majority vote

Mock meeting
Staff will now read through an example

Roll Call

Approval of minutes

Motion: Approval of minutes from the April 10, 2007 meeting

Nominations

Case AP-07-01

Case AP-07-01

Motion: Approve case #AP-07-01

Case AP-07-02

Case AP-07-02

Motion: Approve case #AP-07-02

Case AP-07-02

Motion: amend by inserting with the stipulation that the easement area will be planted with native vegetation

Case AP-07-02

Motion: Approve case #AP-07-02 with the stipulation that the easement area will be planted with native vegetation

Case AP-07-03

Motion: Approve case #AP-07-03

Case AP-07-03

Motion: Previous question (end debate)

Case AP-07-03

Motion: Approve case #AP-07-03

Adjourn