RES 221319 - Laserfiche WebLink

1.1111 INTRODUCTION The rules of procedure at meetings should be simple enough for Establishing a Quorum most people to understand.Unfortunately,that has not always been The starting point for a meeting is the establishment of a quorum. the case.Virtually all dubs,associations,boards,councils and bodies A quorum is defined as the minimum number of members of the follow a set of rules—Robert's Rules of Order—which are embodied body who must be present at a meeting for business to be legally in a small,but complex,book.Virtually no one I know has actually transacted.The default rule is that a quorum is one more than half read this book cover to cover.Worse yet,the book was written for the body.For example,in a five-member body a quorum is three. another time and for another purpose.If one is chairing or running When the body has three members present,it can legally transact a parliament,then Robert's Rules of Order is a dandy and quite useful business.If the body has less than a quorum of members present,it handbook for procedure in that complex setting.On the other hand, cannot legally transact business.And even if the body has a quorum if one is running a meeting of say,a five-member body with a few to begin the meeting,the body can lose the quorum during the members of the public in attendance,a simplified version of the rules meeting when a member departs(or even when a member leaves the of parliamentary procedure is in order. dais).When that occurs the body loses its ability to transact business until and unless a quorum is reestablished. Hence,the birth of Rosenberg's Rules of Order. What follows is my version of the rules of parliamentary procedure, The default rule,identified above,however,gives way to a specific rule of the body that establishes a quorum.For example,the rules ofbasedonmydecadesofexperiencechairingmeetingsinstateand local government.These rules have been simplified for the smaller a particular five member body may indicate that a quorum is four bodies we chair or in which we participate,slimmed down for the members for that particular body.The body must follow the rules it has 21st Century,yet retaining the basic tenets of order to which we have established for its quorum.In the absence of such a specific rule, grown accustomed.Interestingly enough,Rosenberg's Rules has found the quorum is one more than half the members of the body. a welcoming audience.Hundreds of cities,counties,special districts, committees,boards,commissions,neighborhood associations and The Role of the Chair private corporations and companies have adopted Rosenberg's Rules While all members of the body should know and understand the in lieu of Robert's Rules because they have found them practical, rules of parliamentary procedure,it is the chair of the body who is logical,simple,easy to learn and user friendly. charged with applying the rules of conduct of the meeting.The chair This treatise on modern parliamentary procedure is built on a should be well versed in those rules.For all intents and purposes,the foundation supported by the following four pillars: chair makes the final ruling on the rules every time the chair states an action.In fact,all decisions by the chair are final unless overruled by 1. Rules should establish order.The first purpose of rules of the body itself. parliamentary procedure is to establish a framework for the Since the chair runs the conduct of the meeting,it is usual courtesyorderlyconductofmeetings. for the chair to play a less active role in the debate and discussion 2. Rules should be dear.Simple rules lead to wider understanding than other members of the body.This does not mean that the chair and participation.Complex rules create two classes:those should not participate in the debate or discussion.To the contrary,as who understand and participate;and those who do not fully a member of the body,the chair has the full right to participate in the understand and do not fully participate. debate,discussion and decision-making of the body.What the chair 3. Rules should be user friendly.That is,the rules must be simple should do,however,is strive to be the last to speak at the discussion enough that the public is invited into the body and feels that it and debate stage.The chair should not make or second a motion has participated in the process. unless the chair is convinced that no other member of the body will do so at that point in time. 4. Rules should enforce the will of the majority while protecting the rights of the minority.The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision The Basic Format for an Agenda Item Discussion making by the body.In a democracy,majority rules.The rules Formal meetings normally have a written,often published agenda. must enable the majority to express itself and fashion a result,Informal meetings may have only an oral or understood agenda.In while permitting the minority to also express itself,but not either case,the meeting is governed by the agenda and the agenda dominate,while fully participating in the process. constitutes the body's agreed-upon roadmap for the meeting.Each agenda item can be handled by the chair in the following basic format: 2