Minnesota Pharmacists Association

Robert's Rules of Order − Adapted from: Vixman, Rachel. Robert's Rules of Order. New York: Jove Books (1977).

of these rules. It is the member who should be worded in the affirmative Article I ⎯ can change the whole course of the whenever possible. meeting if he has acquired a Organizational The presiding officer restates knowledge of the fundamental laws the motion and asks, "Are there any Principles and procedures. He is then in a remarks?" This opens debate on the There is a great need for more position to make a most effective question. The maker of the motion is democratic policies on organization, contribution to the group needs; also, entitled to speak first on the motion. communal and national levels. he can be on guard to protect the All remarks must be addressed to the Since millions of men and women organization when parliamentary law chairman. No one may speak a are banded together in hundreds of is misused or abused. second time on the same question if thousands of organizations ⎯ General Robert said that if another member desires to speak on athletic, business, civic, there were no rules or established the subject, but he may speak a cooperative, cultural, educational, customs to guide an assembly of second time if one who has not ethnic, fraternal, labor, persons, and if each could talk on any spoken is not seeking recognition. philanthropic, political, subject as long and as many times as But in formal meetings, if anyone professional, recreational, religious, he pleased, and if all could talk at the objects, he may not speak more often scientific, social, etc., etc. ⎯ the same time, it would be impossible in without permission from the faithful observance of democratic most cases to ascertain their assembly. principles would become a major deliberate judgment on any particular and impressive influence in shaping Motions and resolutions are the matter. Experience has shown the a stronger American democracy. same. A resolution usually has a necessity for rules, for a presiding preamble or introduction and is much Through the ages, officer to enforce them and to more descriptive, with several parliamentary law has been preserve order, and for a recording paragraphs, starting with "Whereas," introduced as organization principles secretary to keep a record of the and ending with "Therefore, be it - rules of conduct. It is based on business transacted by the assembly. resolved." It is subject with slight freedom of speech, respect for the variations to the same rules as a dignity of man, equality and justice motion. It is presented in writing. for all, the principle of rule, Article II ⎯ When a main motion is before the the right of the minority to be heard, assembly, it must be accepted or and the duty to abide by the will of Primary Rule rejected or be disposed of in some the majority. All business is brought before way, before another subject can be the meeting by a motion or Robert's Rules of Order has introduced, except for privileged or resolution, a report of a or been accepted throughout the other motions which will be a communication. The terms motion United States as the standard described in following sections. and question are synonymous; when authority on parliamentary law and When a group is prepared to accept a first stated, it is a motion, and when procedure. Hundreds of books have motion in its given form, nothing repeated by the chairman, it is been written to simplify, clarify, more is required but to take the vote referred to as a question. and amplify these rules - all based and get the result. But more often, on Robert's Rules of Order, rarely Only one such proposal can be this is not the case. The assembly changing or superseding this considered at a time. It must be made may prefer some other course to an approved work. by a member and seconded by immediate decision on the motion in another member. The maker of a the form in which it is presented. There seems to be the mistaken motion must get the by rising, Therefore, it is debated, and notion that only presidents or addressing the presiding officer and secondary motions are introduced, aspiring presidents need a knowledge obtaining recognition. The motion which may more clearly meet the over the subsidiary motions. Most of rules which are not included are wishes of the group. them are undebatable. governed by the standard adopted. These secondary motions must Points of order, parliamentary be made after the main motion is inquiries, and requests for Provision should be made for stated and before the vote is taken. information do not require action by amendments to the constitution and When stating the motion, the the assembly. The presiding officer bylaws. This provision should not be chairman should make perfectly clear takes care of these unless they need too rigid, since emergencies do arise what it is, and, after the vote is taken, to be referred to the group for which cannot be foreseen. Usually, state the result. consideration. amendments are presented at annual meetings and conventions, and Motions must not be in require a two-thirds vote of those violation of local and Federal laws, Section III ⎯ and notice given in advance at the organization's constitution and Subsidiary motions a time period listed, or three-fourths by-laws, or standing rules. The subsidiary motions are the vote of those voting if no notice has The business of the meeting most frequently used motions in been given. cannot be conducted unless a parliamentary procedure. They are General Robert states that if is present; the number should be made while a main motion is the constitution, bylaws, and rules of stated in the by-laws. The chairman pending, for the purpose of assisting order that have been adopted contain should know the rules; when motions or modifying it or to delay action or no rule for their amendment, they can be made, amended, debated, otherwise dispose of the main may be amended at any regular order of precedence, whether they motion. The subsidiary motion business meeting by a vote of the require a majority or two-thirds vote, supersedes the main motion for the majority of the entire membership. etc. time being and must be dealt with Another possibility is if the before action can be taken on the amendment was submitted in writing main motion. However, all at the previous regular business subsidiary motions must yield to Article III ⎯ meeting, then they may be amended privileged and incidental motions. Motions by rank by a two-thirds vote of those voting The first, as listed, is of higher (a quorum). Section I ⎯ rank than every motion listed below In writing a constitution, it is it. This means that a motion of higher Privileged motions customary to use Roman numerals rank can always be entertained while Privileged motions have for article headings but simple a motion of lower rank is pending nothing to do with the pending figures for sections. question or motion, but are of such before the house, but a motion of urgency and importance that they are lower rank cannot be entertained if a National organizations provide allowed to interrupt the consideration motion of higher rank is before the their chapters or units with "model" of other questions, and take body. constitutions conforming to notional precedence over them. They are policy, to be filled in with minor undebatable because of their high details for local needs. rank. When privileged motions do Article IV ⎯ No motion or resolution is in not interrupt other business, they are Constitution & bylaw order that conflicts with the main motions and are without constitution and bylaws or standing It is assumed that the groups privileges. rules, if any have been adopted. are already organized and have adopted a constitution and bylaws. Section II ⎯ Sometimes they are one and the Incidental motions same. If divided, the most important Article V ⎯ Incidental motions are those rules are placed in the constitution, Miscellaneous those most likely to be changed, in which arise out of a pending question Section I ⎯ and must be decided before any other the bylaws. The pages listed above business is taken up; or are from Robert's Rules of Order give the Definitions rules for drafting and adopting a something connected with the • Accept, Adopt, Approve: applied constitution, etc. business of the assembly that must be to reports and motions agreed attended to and which requires a Once the organization adopts upon; not to be confused with temporary interruption. They have no the basic structure and rules by which "received." special rank among themselves, but it is to be guided, these rules must be • Adjourn: to bring the meeting to a they yield to privileged questions. adhered to, and supersede standard close. They are dealt with individually as parliamentary laws and only such they arise, but they take precedence

• : the order of business to • Germane: relevant, pertinent to the • Precedence: priority in rank. be brought up at a meeting. pending question. • Prevailing Side: the side having • : to change or modify a • Good of the Order, Good and secured the most votes. motion by striking out, or by Welfare, after the business, if there adding or by substituting. is time, general discussions, • : a call to close constructive criticism, informal debate and take the vote. • Assembly: a group, society, club, suggestions. sometimes called "the house." • Privilege (Questions of): It refers • House: same as assembly, to rights and privileges of the • Business: motion: resolution, meeting, et. assembly or any of its members. subject, the proceedings; the agenda. • Main Motion: the motion that • Pro Tem: for the time being, introduces the business or a temporary. • Bylaws: code of rules or proposal to the assembly for • Putting the Question: placing the regulations accepted by a society action. for its own guidance. motion before the assembly for a • Majority: more than half the votes vote. • Chair: the presiding officer at a cast. meeting. • Question: same as motion, when • : the official record of stated by the Chair for a vote. • Clerk: same as secretary. proceedings at a meeting. • Quorum: a specified number of • Commit: to refer to a committee. • Motion: Main or Principal, See members required, according to Main Motion. the bylaws, to hold a legal • Constitution: same as bylaws, meeting. sometimes combined, or in two • Order of Business: same as agenda parts. The constitution contains the - the schedule of business to be • : a motion used to halt the more basic essentials, the order, considered. proceedings temporarily. procedures. • Orders of the Day: program or • Refer: see Commit. • Debate: to discuss the pros and order of business adopted that cons of a motion. • Seriatim Consideration: should be followed. consideration of a motion, line by • Division of the House (also the • Parliamentarian: one skilled in line and paragraph by paragraph. Assembly): calling for a recount of parliamentary procedure; advises the vote. • Sine Die: without a day, the presiding officer concerning indefinitely, final . • Division of a Question: separating questions of parliamentary a motion and voting on each part procedure. • Table a Motion: to put aside the pending question temporarily. separately. • Parliamentary Law: accepted rules • Executive Secretary: a salaried for deliberative bodies, mostly • Table (Take from): a motion used executive, as a general manager derived from the usage of the to restore a question for under the board and executive English Parliament and later from consideration again. the United States Congress. committee. • Ticket: a slate of candidates for • Ex-officio: by virtue of official • Pending and Immediately office. Pending: the question before the position, usually of boards and • Two-thirds Vote: two-thirds of the assembly for discussion and . vote cast; it should be a rising action. • Fiscal Year: the financial year of vote. • Plurality: term used in an election an organization. • Viva Voce: by the voice; usually is when one candidate has the largest the method of voting. • Floor (Obtain the): when a number of votes. member is recognized by the • Voting: those actually casting a • : a question Chair, he has "the floor." vote. concerning a breach of • Floor (On the): a motion is on the parliamentary rules. • Yield: concede to, outranked by, floor when it is being considered give way to. by the assembly. • : a motion to suppress, eliminate, or "kill" the • General Consent: unanimous, main motion. Section II ⎯ silent, used in routine matters, if Parliamentary don'ts there is no objection, avoiding a • Preamble: an introduction or a formal vote. preface to a resolution.

• Don't be late for the meeting. You or something very important may may be needed to complete a come up at the last moment. quorum. • Don't sit in the rear. Leave the rear Section III ⎯ seats for the late ones. Duties of members • Don't say "I move you." Omit the • To obtain the floor before "you." speaking. • Don't say "I make a motion to," • To stand when speaking, if say "I move to"... convenient. • Don't wait to obtain the floor in • To avoid speaking upon any order to second a motion. matter until it is properly brought before the house by a motion. • Don't stand while another is speaking. • To keep upon the question then pending. • Don't fail to take part in the debate if you have a viewpoint to express, • To yield the floor to calls for or want information or order. parliamentary assistance. • To abstain from all personalities in • Don't claim the floor the second debate. time if there are others who wish • To avoid disturbing, in any way, to speak the first time. speakers of the assembly. • Don't be silent during the debate and then criticize after the Section IV ⎯ meeting. Rights of members • Don't address a woman chairman • To offer any motion that is as chairlady - say "Madam germane to the organization. Chairman." • To explain or discuss that motion, • Don't carry on a conversation with or any matter properly before the your neighbor while someone is meeting. speaking. • To call to order, if necessary. (A • Don't forget to notify the chairman point of order can interrupt a of a committee of which you are a . It is raised to ensure member if you cannot attend a orderly procedure, particularly committee meeting. when there is a breach or violation • Don't delay paying your dues on of rules or bylaws, or when a time. member is not speaking on the motion before the house.) • Don't accept an office unless you are willing to assume the • To hold the floor, when legally responsibilities of the office. obtained,until through speaking. • Don't use your knowledge of • To from the decision of parliamentary law to hinder the chair to that of the assembly. business by constantly raising points of order, and insisting upon the strict observance of every rule at a meeting in which the majority of the members have no knowledge of these rules. • Don't leave the meeting, unless necessary, until the president declares the meeting adjourned. You may be needed for a quorum,