Parliamentary Procedure – Who needs it?

W.H.A.M.?W.H.A.M.? What Here Affects Me?

Bernie White, Registered Parliamentarian [email protected] ParliamentaryParliamentary ProcedureProcedure z RulesRules ofof democracydemocracy z UsedUsed dailydaily byby allall typestypes ofof decisiondecision--makingmaking bodiesbodies z AlsoAlso definesdefines dutiesduties ofof electedelected officersofficers z FacilitatesFacilitates decisiondecision--makingmaking inin aa fair,fair, consistentconsistent mannermanner Gen. Henry Martyn Robert (1837-1923)

z Civil Engineer & General – US Army z Background influenced the regimentation of his “Rules of Order” i.e.: z Ranking of Motion z Order of Business z Recognition of Speaker by Chair z “Presiding Officer” z Original Book 1876 (176 pages) z Current Edition 10th (643 pages) Famous Quotes:

“The great lesson for democracies to learn is for the majority to give the minority a full, free “In enforcing the rules there is opportunity to present their side need for the exercise of tact of the case, and then the and good sense ... a strict minority, having failed to win a enforcement of the rules is majority to their views, gracefully unwise. The rules and to submit and to recognize the customs are designed to help action as that of the entire and not hinder business.” organization, and cheerfully to assist in carrying it out.” Municipal Councillors as Parliamentarians 30 Second Skills Test

1. How many people here are Municipal Councillors who will be attending lots of meetings? 2. Do you have an interesting job? 3. Do you enjoy your work? 4. Are you a good Councillor ? Purpose of Session z Basic introduction to Roberts Rules of Order Newly Revised (RONR) 10th Edition z To demystify and humanize the application of parliamentary procedure using a common sense approach z Provide a practical handout as a quick reference for your Council meetings at home z Emphasize that the Rules of Order are meant to assist a group in the execution of its business, not to impede or obstruct business z To relate some practical experience on lessons learned z To promote a common sense approach to applying the rules. Learning is a Function of Repetition

Recurring theme of presentation: z Common sense approach of applying rules z Promotion of fairness and compromise z Need for decorum and team building Wisdom and Compromise

“Wisdom comes with age, sometimes age comes alone”

It’s frustrating when you know most of the answers, but nobody bothers to ask you the question.

“Compromise isn’t always fun, but compromise is fair” Brief Review z Procedural By-Laws z Committee & Council Systems z In-Camera Meetings z Bring-Back Motions z Minute Taking Standards Ask Yourself z How many times have you been to a meeting that didn’t go well? z Was it the chairman’s fault? z Was there a small group of aggressive & vocal members who dominated the proceedings? (“Tyranny of Minority”) z Did it take too long to make what should have been an easy decision? z Did you ever belong to a group that tangled itself into a procedural knot on an issue? RULES – who needs them?

Rules properly administered will protect rights of: 1. Majority 2. Minority 3. Individual 4. Absentees 5. Organization Rules will enable: 1. Clerks to advise Council and have meetings run smoothly 2. Help Council members to participate more effectively in meetings Three Types of People

Those who make things happen

Those who watch things happen

Those who ask “what just happened?”

Learning some basic procedural rules will put people in group 1. Procedure and the Law z What happens when procedure isn’t followed? – Depends on severity of the rule violation: z Decision made without quorum (BIG problem) z Minor breaches where no one’s rights seriously impacted (not so big a problem) z Rules are meant to facilitate – Nitpicking should not be condoned Hierarchy of Rules, or Governing Documents

Federal or Provincial Law (Laws of land) Constitution and By-laws of Municipality

Special Rules of Order of Council

Rules of Order (Parliamentary Authority)

Standing Rules

Policies and Practices Robert’s Rules & the Titanic

z Some organizations think rules unnecessary (may have had bad experience or poor application) z Compare such organizations to the Titanic – Glide along in belief they are invincible – When they spot iceberg they sense danger but feel they can glide around it – They don’t realize they are only seeing the “tip” of the problem and inevitably the iceberg rips a hole in the hull and sinks the ship – When it’s over they shake their heads in disbelief and ask: “How did that happen?” Lessons Learned from Titanic

1. Rules for ocean liners 2. Safety drills and procedures All 3. Enough lifeboats for everyone applicable 4. Realize vulnerability to meetings 5. Set a better course 6. Provide a map of iceberg locations Robert’s Rules Type of Important Links Organization

PositivePositive

AmbivalentAmbivalent

NegativeNegative Three Types of Organizations

MMonarchy AAnarchy

DDemocracy Underlying Principles of Parliamentary Practice

1. The organization is paramount compared to the individual 2. All members are equal 3. A quorum must be present to legally transact business 4. Only one main motion at a time may be under consideration 5. Only one member can have the floor at a time 6. Debate is allowed on all motions unless the rules don’t allow debate 7. The issue not the person is what is under consideration “Hard on issues – soft on people” 8. A majority vote decides unless a greater percentage is required 9. Silence gives consent Effective Chair or Presiding Officer

z Guided by group’s mandate z Establishes order and decorum gently but firmly z Dedicated to maximizing return on investment in a meeting z Listens, listens and listens some more z Able to articulate principles of z Prepares for meeting fairness, equity and common thoroughly and leads by sense in a clear manner example z Is decisive and purposeful and z Good sense of timing is able to inspire members z Leaves ego at the door z Treats members with respect z Constantly seeks agreement z Balances right of majority to and builds consensus rule with right of minority to be z Sense of humor heard “Humor opens people’s hearts up. When you’re angry, it’s hard to see things differently.”

Davey Crockett: Great self-taught parliamentarian but natural good judgment impaired when obscured by hatred – couldn’t focus on issues. Ineffective Chair or Presiding Officer

z Does not prepare for meeting z Accommodates dominant z Is egotistical and power hungry individual (allows tyranny of z Finds it hard to delegate power & the minority) let go of control z Takes criticism as a personal z Dominates discussion and rebuts attack every stand z Legitimizes tardiness by z Needlessly interrupts speaker waiting for latecomers z Is disrespectful and z Arrives late or misses condescending meetings altogether z Is passive, indecisive and z Mumbles, rambles and hesitant to intervene wanders from topic Duties of Effective Council Member z Be committed to mission and governing documents z Attend as many meetings as possible z Pull his/her weight and work diligently for team z Comply with conflict of interest guidelines z Express view on issues, as needed, before decisions are made z Be prepared to ask tough questions and raise concerns z Accept the majority’s decision as Board decision z Keep an open mind and show sensitivity, empathy, and compassion z Do homework for meetings z Keep the proceedings at in-camera meetings confidential Steps in Making a Motion

A motion is a proposal that introduces a subject to the assembly for decision and action or which expresses an opinion. 1. Move the motion 2. Second the motion 3. Chair states the motion 4. Debate and amend 5. Put to vote 6. Announce result 5 Types of Motions

1. Main Motion 2. Subsidiary Motion 3. Privileged Motion 4. Incidental Motion 5. Bring Back Motion Bring Back Motions

1. Take from the table 2. Reconsider 3. Rescind 4. Amend something previously adopted 5. Renewal of motion Amendments: The Formal Approach SecondarySecondary AmendmentAmendment (SA)(SA) PrimaryPrimary AmendmentAmendment (PA)(PA) MAINMAIN MOTIONMOTION (MM)(MM)

SA:SA: plusplus $1500$1500 servicesservices inin kindkind PA:PA: ($2000)($2000) MM:MM: ToTo donatedonate ($1000)($1000) toto thethe (United(United Way).Way). Two Important Concepts

Majority: More than half Two-thirds: At least twice as many for than against Municipal Council and Roberts

z Councils start out well intentioned. Meetings can deteriorate into screaming sessions (12 – 18 months), councillors wonder: – Why people stop coming to meetings? – Why does membership drop or why aren’t people interested in running for office? – Why can’t we get things done? – Why can’t we get along with one another? – Why is our organization falling apart? Rules of Non-Parliamentary Procedure

1. Point of Personal Outrage 2. Point of Irrelevant Interjection 3. Point of Personal Attack 4. Point of Contempt 5. Point of Harassment 6. Point of Redundant Information 7. Point of redundancy 8. Point of Pious Posturing 9. Point of Grudge Decorum in Debate z Municipal Council Debates have tendency to become personality based because there are no political parties to buffer the acrimony z Chairman must maintain order z Comments should be made through the chair z Adversarial or chaotic meetings can kill the will of a group and result in bad decision-making or grid-lock with no decisions at all z “NIGYSOB” & “DWYSYWD” General Rules Governing Debate z A member may speak twice for no longer than ten minutes each time z No member is entitled to speak a second time while any other member wishes to make a first speech z Remarks must be confined to the merits of the pending question z Members may not speak directly to each other z Questions or remarks must be made to or through the Chair z Members may not speak against their own motions, but may vote against them General Rules Governing Debate (continued) z Members’ motives may not be attacked z A courteous tone must be maintained z Reading from books and reports is only allowed with permission of the assembly z No member may comment adversely on any prior act of the assembly that is not pending z Rights in debate are not transferable z If a speaker yields to another member for a question, the time consumed by the question is charged to the speaker Difference between “Calling the Question” & “Moving the Previous Question” z I move the Previous question – Immediately closes debate – Requires a two-thirds vote for adoption ““ItIt isis betterbetter toto debatedebate aa questionquestion withoutwithout settlingsettling itit thanthan toto settlesettle aa questionquestion withoutwithout debatingdebating it.it.”” JosephJoseph JoubertJoubert Minutes

“Historical record of an officially convened meeting of an organized decision-making body.” Eli Mina, PRP Record of what got done not of what got said!! •Verbatim •Action •Synopsis

Ve rb on ati cti m Anecdotal A Key Principles for Minute Taking

z Accuracy z Consistency z Focus on Key Points z Professionalism and Decisions z Readability z Focus on Business at z Logical Flow Hand z Archivability z Collective focus z Objectivity

Pg. 14-15 of Mina “Minute Taking Standards” In Camera Meeting (Executive Session)

State Laws approve private meetings for certain business (sec.22 of N.S. Municipal Government Act) z Labor negotiation z Contract negotiation z Setting the minimum price to accept for tax sale property z Legal Advice z Minimum price for land at a tax sale z Personnel matters z Issues of public security z Separate agenda z Separate Minutes z Minutes for In Camera approved at another “In Camera” z Decisions can be made or duties given Council vs Committee Meetings

Emphasis on formality The larger the group the more formal the application of the rules: zMotions zSpeech times zNumber of speeches Some Motions to Avoid (Motion Sickness) z Moving to table z Calling the question z Tabling until next month z Point of information z Friendly amendment z Making motions to accept or receive z Dispense with minutes z I “so” move Procedural Myths

´ Only one motion on the floor at a time ´ The Presiding Officer can only vote to break a tie ´ A motion that’s adopted without being seconded is VOID ´ The Parliamentarian makes Ruling ´ The Chair must call for nomination three times ´ Ex-officio members can’t vote ´ Motions don’t take effect until minutes are approved An Effective Parliamentarian

z Does most of his / her work outside the meeting z Gives opinions not rulings z Participates in agenda preparation z Meets with Chair and other staff who will attend meeting z Anticipates trouble spots in agenda z Keeps current on basic rules z Keeps a “cheat sheet” with Frequently Asked Questions close by during meetings z Stays objective on issues z Speaks when spoken to unless a major breach is about to occur z Ultimately advises and makes presiding officer and group as a whole look good Resources Available

1. Robert’s Rules of Order (RONR) 10th Edition – ISBN 0-7382-0307-6 2. Robert’s Rules (in Brief) - ISBN 0-306-81354-8 @2004 3. http://www.robertsrules.com Discussion Forum (free) 4. The Complete Handbook of Business Meetings - Eli Mina ISBN 0-8144-0560-6 @2000

5. Robert’s Rules for Dummies - C. Allen Jennings ISBN 0-7645-7574-0 Resources Available

6. Parliamentary Procedure in Local Government - NAP Education Committee – Connie Deford ISBN 1-884048-51-x @2005 7. Grassroots in Democracy – Local Government in the Maritimes – Jack Novack & Kell Antoft ISBN 0-7703-1014-1 Chp 1X Pg 129-139 @1998 8. The Guerrilla Guide To Robert’s Rules – Nancy Sylvester, MA, PRP CPP-T ISBN 1-59257-569-2 2006 9. The Complete Idiot’s Guide to Robert’s Rules – Nancy Sylvester MA, PRP, CPP-T ISBN 1-59257-163-8 2004 10. Ranking Motions – Plasticized Resources Available

11. RONR on CD ROM @2005 (order through NAP 816-833- 3892 e-mail [email protected] ) 12. Mina’s Guide to Minute Taking -Eli Mina ISBN 0-9734-428-0-8 13. Meeting Pitfalls – Mary Randolph PRP 2005 The National Parliamentarian 14. Minutes – Jim Slaughter, PRP http://jimslaughter.com/minutes 15. Parliamentary Procedure Meeting Tips and Myths - Paul McClintock, PRP CP 16. Deliberations - Fall 2000 - Eli Mina, PRP (www.elimina.com ) Summary z Described parliamentary procedure and why we need it z Talked about value of basic Rules of Order? z Emphasized that common sense should be the guide (rules meant to facilitate not obstruct) z Link between group dynamics: type of organization & use of rules z Decorum in debate z Talked about Titanic z Reviewed handout z Short history of Robert z Underlying principle of parliamentary procedure z Effective & ineffective chair z Steps in making and ranking a motion SummarySummary

z TalkedTalked aboutabout M.A.D.M.A.D. organizationsorganizations z ReRe--toldtold somesome locallocal storiesstories z ReviewedReviewed thethe hierarchyhierarchy ofof governmentgovernment documentsdocuments z EmphasizedEmphasized aa commoncommon sensesense approachapproach z MinutesMinutes z DecorumDecorum inin debatedebate z InIn CameraCamera sessionsession z RevisitingRevisiting motionsmotions z MythsMyths ofof parliamentaryparliamentary procedureprocedure Goals For an Ideal Meeting

Participated in by everybody,

Monopolized by nobody,

Where everybody is a somebody! Parliamentary Procedure – Who needs it?

W.H.A.M.?W.H.A.M.? What Here Affects Me?

Bernie White Registered Parliamentarian TEST – Some basic Procedural Questions (True or False)

1. To make a motion, begin with the words, “I move..”

TRUETRUE TRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

2. You do not have to be in favor of a motion to second it.

TRUETRUE TRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

3. The Chair should restate the motion before members debate it.”

TRUETRUE TRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

4. A member may not speak against his own motion.

TRUETRUETRUE or FALSE ? TEST – Some basic Procedural Questions (True or False) 5. The Chair calls for a voice vote by saying, “Those in favor, say aye (pause) Those opposed, say no (pause)..” Then the Chair announces the result of the vote.

TRUETRUETRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

6. A member may vote against her own motion.

TRUETRUETRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

7. Majority means more than half.

TRUETRUETRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

8. After the vote has been taken, the fact that there was no second is immaterial.

TRUETRUE TRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

9. A two-thirds vote cannot be taken by voice.

TRUETRUETRUE or FALSE ? TEST – Some basic Procedural Questions (True or False)

10.A meeting can adjourn before the agenda has been completed.

TRUETRUE TRUE or FALSE ? Parliamentary Procedure – Who needs it?

W.H.A.M.?W.H.A.M.? What Here Affects Me?

Bernie White Registered Parliamentarian