Robert's Rules of Order Part 8

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to adopt an order of business for its meetings. When no rule has been adopted, the following is the order:

(1) Reading the Minutes of the previous meeting [and their approval].

(2) Reports of Standing Committees.

(3) Reports of Select Committees.

(4) Unfinished Business.

(5) New Business.

Boards of Managers, Trustees, etc., come under the head of standing committees. Questions that have been postponed from a previous meeting, come under the head of unfinished business; and if a subject has been made a "special order" for the day, it shall take precedence of all business except reading the minutes. If it is desired to transact business out of its order, it is necessary to suspend the rules [-- 18], which can only be done by a two-thirds vote; but as each subject comes up, a majority can at once lay it on the table [-- 19], and thus reach any question which they desire to first dispose of.

The order of business, in considering any report or proposition containing several paragraphs,* [No vote should be taken on the adoption of the several paragraphs,--one vote being taken finally on the adoption of the whole paper. By not adopting separately the different paragraphs, it is in order, after they have all been amended, to go back and amend any of them still further. In committee a similar paper would be treated the same way [see -- 30]. In -- 48 (b) an ill.u.s.tration is given of the practical application of this section.] is as follows:

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The whole paper should be read entirely through by the clerk; then the Chairman should read it by paragraphs, pausing at the end of each, and asking, "Are there any amendments proposed to this paragraph?" If none are offered, he says, "No amendments being offered to this paragraph, the next will be read;" he then reads the next, and proceeds thus to the last paragraph, when he states that the whole report or resolutions have been read, and are open to amendment. He finally puts the question on agreeing to or adopting the whole paper as amended. If there is a preamble it should be read after the last paragraph.

If the paper has been reported back by a committee with amendments, the clerk reads only the amendments, and the Chairman then reads the first and puts it to the question, and so on till all the amendments are adopted or rejected, admitting amendments to the committee's amendments, but no others. When

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through with the committee's amendments, the Chairman pauses for any other amendments to be proposed by the a.s.sembly; and when these are voted on, he puts the question on agreeing to or adopting the paper as amended. Where the resolutions have been just read by the member presenting them, the reading by the clerk is usually dispensed with without the formality of a vote. By "suspending the rules" [-- 18], or by general consent, a report can be at once adopted without following any of the above routine.

45. Amendments of Rules of Order. These rules can be amended at any regular meeting of the a.s.sembly, by a two-thirds vote of the members present, provided the amendment was submitted in writing at the previous regular meeting. And no amendment to Const.i.tutions or By-Laws shall be permitted, without at least equal notice and a two-thirds vote.*

[Const.i.tutions, By-Laws and Rules of Order should always prohibit their being amended by less than a two-thirds vote, and without previous notice of the amendment being given. If the By-Laws should contain rules that it may be desirable to occasionally suspend, then they should state how they can be suspended, just as is done in these Rules of Order, -- 18. If there is no such rule it is impossible to suspend any rule, if a single member objects.

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PART II.

ORGANIZATION AND CONDUCT OF BUSINESS.*

[The exact words used by the chairman or member, are in many cases in quotations. It is not to be inferred that these are the only forms permitted, but that these forms are proper and common. They are inserted for the benefit of those unaccustomed to parliamentary forms, and are sufficiently numerous for ordinary meetings.]

Art. IX. Organization and Meetings.

[---- 46-49.]

46. An Occasional or Ma.s.s Meeting. (a) Organization. When a meeting is held which is not one of an organized society, shortly after the time appointed for the meeting, some member of the a.s.sembly steps forward and says: "The meeting will please come to order; I move that Mr. A. act as chairman of this meeting." Some one else says, "I second the motion." The first member then puts the

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question to vote, by saying, "It has been moved and seconded that Mr. A.

act as chairman of this meeting; those in favor of the motion will say aye," and when the affirmative vote is taken, he says, "those opposed will say no." If the majority vote in the affirmative, he says, "The motion is carried; Mr. A. will take the chair." If the motion is lost, he announces that fact, and calls for the nomination of some one else for chairman, and proceeds with the new nomination as in the first case.* [Sometimes a member nominates a chairman and no vote is taken, the a.s.sembly signifying their approval by acclamation. The member who calls the meeting to order, instead of making the motion himself, may act as temporary chairman, and say: "The meeting will please come to order: will some one nominate a chairman?" He puts the question to vote on the nomination as described above. In large a.s.semblies, the member who nominates, with one other member, frequently conducts the presiding officer to the chair, and the chairman makes a short speech, thanking the a.s.sembly for the honor conferred on him.]

When Mr. A. takes the chair, he says, "The first business in order is the election of a secretary." Some one then makes a motion as just described, or he says "I nominate Mr. B," when the chairman puts the question as before. Sometimes several names are called out, and the chairman, as he hears them, says, "Mr. B. is nominated; Mr. C. is nominated," etc; he then takes a vote on the first one he heard, putting the question thus: "As many as are in favor of

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Mr. B. acting as secretary of this meeting, will say aye;--those opposed will say no." If the motion is lost the question is put on Mr.

C., and so on, till some one is elected. In large meetings the secretary takes his seat near the chairman: he should in all cases keep a record of the proceedings as described in -- 51.

(b) Adoption of Resolutions. These two officers are all that are usually necessary for a meeting; so, when the secretary is elected, the chairman asks, "What is the further pleasure of the meeting?" If the meeting is merely a public a.s.sembly called together to consider some special subject, it is customary at this stage of the proceedings for some one to offer a series of resolutions previously prepared, or else to move the appointment of a committee to prepare resolutions upon the subject. In the first case he rises and says, "Mr. Chairman;" the chairman responds, "Mr. C." Mr. C., having thus obtained the floor, then says, "I move the adoption of the following resolutions," which he then reads and hands to the chairman;* [The practice in legislative bodies, is to send to the clerk's desk all resolutions, bills, etc., the t.i.tle of the bill and the name of the member introducing it, being endorsed on each. In such bodies, however, there are several clerks and only one chairman. In many a.s.semblies there is but one clerk or secretary, and, as he has to keep the minutes, there is no reason for his being constantly interrupted to read every resolution offered. In such a.s.semblies, without there is a rule or established custom to the contrary, it is allowable, and frequently much better, to hand all resolutions, reports, etc., directly to the chairman. If they were read by the member introducing them, and no one calls for another reading, the chairman can omit reading them when be thinks they are fully understood. In reference to the manner of reading and stating the question, when the resolution contains several paragraphs, see Rules of Order, -- 44.]

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some one else says, "I second the motion." The chairman sometimes directs the secretary to read the resolutions again, after which he says, "The question is on the adoption of the resolutions just read,"

and if no one rises immediately, he adds, "Are you ready for the question?" If no one then rises, he says, "As many as are in favor of the adoption of the resolutions just read, will say aye;" after the ayes have voted, he says, "As many as are of a contrary opinion will say no;"

he then announces the result of the vote as follows: "The motion is carried--the resolutions are adopted," or, "The ayes have it--the resolutions are adopted."

(c) Committee to draft Resolutions. If it is preferred to appoint a committee to draft resolutions, a member, after he has addressed the Chair and been recognized, says, "I move that a committee be appointed to draft resolutions expressive of the sense of this meeting on,"

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etc., adding the subject for which the meeting was called. This motion being seconded, the Chairman states the question [-- 67] and asks, "Are you ready for the question?" If no one rises, he puts the question, announces the result, and, if it is carried, he asks, "Of how many shall the committee consist?" If only one number is suggested, he announces that the committee will consist of that number; if several numbers are suggested, he states the different ones and then takes a vote on each, beginning with the largest, until one number is selected.

He then inquires, "How shall the committee be appointed?" This is usually decided without the formality of a vote. The committee may be "appointed" by the Chair--in which case the chairman names the committee and no vote is taken; or the committee may be "nominated" by the Chair, or the members of the a.s.sembly (no member naming more than one, except by unanimous consent), and then the a.s.sembly vote on their appointment. When the chairman nominates, after stating the names he puts one question on the entire committee, thus: "As many as are in favor of these gentlemen const.i.tuting the committee, will say

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aye." If nominations are made by members of the a.s.sembly, and more names mentioned than the number of the committee, a separate vote should be taken on each name. (In a ma.s.s meeting it is safer to have all committees appointed by the chairman.)

When the committee are appointed they should at once retire and agree upon a report, which should be written out as described in -- 53. During their absence other business may be attended to, or the time may be occupied with hearing addresses. Upon their return the chairman of the committee (who is the one first named on the committee, and who quite commonly, though not necessarily, is the one who made the motion to appoint the committee), avails himself of the first opportunity to obtain the floor,* [See Rules of Order, -- 2.] when he says, "The committee appointed to draft resolutions, are prepared to report." The chairman tells him that the a.s.sembly will now hear the report, which is then read by the chairman of the committee, and handed to the presiding officer, upon which the committee is dissolved without any action of the a.s.sembly.

A member then moves the "adoption" or

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"acceptance" of the report, or that "the resolutions be agreed to,"

which motions have the same effect if carried, namely, to make the resolutions the resolutions of the a.s.sembly just as if the committee had had nothing to do with them.* [A very common error is, after a report has been read, to move that it be received; whereas, the fact that it has been read, shows that it has been already received by the a.s.sembly.

Another mistake, less common but dangerous, is to vote that the report be accepted which is equivalent to adopting it), when the intention is only to have the report up for consideration and afterwards move its adoption.]

When one of these motions is made, the chairman acts as stated above when the resolutions were offered by a member. If it is not desired to immediately adopt the resolutions, they can be debated, modified, their consideration postponed, etc., as explained in ---- 55-63.

When through with the business for which the a.s.sembly were convened, or when from any other cause it is desirable to close the meeting, some one moves "to adjourn;" if the motion is carried and no other time for meeting has been appointed, the chairman says, "The motion is carried; --this a.s.sembly stands adjourned without day." [Another method by which the meeting may be conducted is shown in -- 48.]

(d) Additional Officers. If more officers are

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required than a chairman and secretary, they can be appointed before introducing the resolutions, in the manner described for those officers; or the a.s.sembly can first form a temporary organization in the manner already described, only adding "pro tem." to the t.i.tle of the officers, thus: "chairman pro tem." In this latter case, as soon as the secretary pro tem. is elected, a committee is appointed to nominate the permanent officers, as in the case of a convention [-- 47]. Frequently the presiding officer is called the President, and sometimes there is a large number of Vice Presidents appointed for mere complimentary purposes. The Vice Presidents in large formal meetings, sit on the platform beside the President, and in his absence, or when he vacates the chair, the first on the list that is present should take the chair.

47. Meeting of a Convention or a.s.sembly of Delegates. If the members of the a.s.sembly have been elected or appointed as members, it becomes necessary to know who are properly members of the a.s.sembly and ent.i.tled to vote, before the permanent organization is effected. In this case a temporary organization is made, as already described, by the election of a chairman

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and secretary "pro tem.," when the chairman announces, "The next business in order is the appointment of a committee on credentials." A motion may then be made covering the entire case, thus: "I move that a committee of three on the credentials of members be appointed by the Chair, and that the committee report as soon as practicable;" or they may include only one of these details, thus: "I move that a committee be appointed on the credentials of members." In either case the Chair proceeds as already described in the cases of committees on resolutions [-- 46, (c)].

On the motion to accept the report of the committee, none can vote except those reported by the committee as having proper credentials.

The committee, beside reporting a list of members with proper credentials, may report doubtful or contested cases, with recommendations, which the a.s.sembly may adopt, or reject, or postpone, etc. Only members whose right to their seats is undisputed, can vote.