Robert's Rules of Order: What are they?

Robert's Rules or Order are a guidebook to parliamentary procedure, which is fancy speak for the generally accepted rules used to run a meeting, in a fair, efficient and orderly way.  My experience in meetings is that speakers can easily get "off topic" and talk about irrelevant topics.  I'm sure you've also experienced the speakers who love to hear their own voice, and take up your valuable time getting to the point.   The Rules help avoid this, but it also takes a good Chair, exercising wise judgment, to know when the Rules are needed, to keep focus, and have a fair and complete discussion of the agenda items before the Commission.   

Helpful Tips: 

When to Use a Motion

Motions are used to make a decision on a business item on the Agenda, which requires commission analysis, with the final result being a formal advisement which goes to City Council for their consideration.   Examples are:  "Should the City have a fireworks show on the Fourth of July?" or "Should we adopt a policy, re: using  a jumpy house in a city park?"    It helps if the Agenda plainly states the item/issue to be considered in the form of a question, starting with "What, Should, How" or similar words.   

This is different from agenda items for informational purposes (ie., a department report, or public comment), which doesn't need a decision from the Commission.   

Every Motion has 6 steps:

1.         Introduce the Motion. Say:   "I move to...."

2.         Second the Motion Say:   "I second."

3.         Restate the Motion.  Say the motion again, so it's clear to all present                                                                     (and helps staff write it down clearly in the minutes)

4.         Debate    Members have an opportunity to talk about the                                                                              item, presenting points for and against it. 

(Note:  I tend to open debate by saying "The floor is open to discussion", since                              "discussion" is a friendlier word than "debate."    

To keep things orderly and to make sure all are heard, other tips are to recognize                           members who ask to speak, (The chair recognizes Commissioner _____), and to let                       all members speak before allowing anyone to speak a second time.     

5.         Vote Brings debate to a close, so that a decision can                                                                                  be made  Say:  "All in favor....  " and

"All opposed...

6.         Announce the Vote After counting the votes, the Chair announces                                                                                   the result, with "The motion is adopted..."

or "The motion is denied..."

A timesaving tip:  If the commission is in obvious agreement, the Chair may say, "If there is no objection, we will adopt the motion", and if no objection is heard, follow with...  "Hearing no objection, the motion is adopted." Of course, give sufficient pause to allow for objections.  Rushing through the process would properly lead to complaints that all members were not heard.     

As a practical matter,  some motions, ie., Motions to Adjourn, don't typically need restatement or debate, just the Motion, a Second, a Vote and direct adoption of the motion. 

("I move to adjourn....  I second...  All in favor say 'aye',  "Aye", our meeting is adjourned at 7:30 pm."

Points of Order

These are used to call attention to something during the meeting, but don't require a motion, debate, or voting.  I find Points of Order especially useful to guide the members back to the agenda item when a discussion that goes off-track.  The decision to recognize a Point of Order goes to the Chair.  They are:

1.         Point of Order Draws attention to a breach of rules,  procedure                                                                                or established practice. 

Say: "Chair, Point of Order, that item is not on the Agenda..."  or "Chair,                                        Point of Order, the speaker has extended his allotted time..."

2.         Point of Information Used to bring up additional facts, to help                                                                                           members make a fully informed vote.

Say: "Chair, Point of Information, the cost of the event is $ 2000..." 

or "Chair, the date of the event is..."

3.         Point of Inquiry Used to ask for clarification of facts and/or                                                                                       a report, to help members make a fully                                                                                              informed vote.

Say: "Chair, Point of Inquiry, what was the cost of the event? " 

or "Chair, what is the date of the event?   Note:  if the Chair doesn't know the                                answer, it can be referred to staff or another member who would know.

 4.         Point of Personal Privilege.                 Used to address a member's physical comfort,                                                                                   such as temperature of the room or noise.     

Say: "Chair, Point of Personal Privilege, may we close the window because                                   of the noise outside...   

While much more can be said about Robert's Rules of Order, and there's no substitute to reading them for yourself, I hope this "cheat sheet" helps you run successful Commission meetings in a professional and productive manner.