Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century League of California Cities 1 MISSION: To restore and protect local control for cities through education and advocacy to enhance the quality of life for all Californians. VISION: To be recognized and respected as the leading advocate for the common interests of California cities. About the League of California Cities About the Author Established in 1898, the League of California Cities is a mem- Dave Rosenberg is an elected county supervisor representing ber organization that represents California’s incorporated cities. the 4th District in Yolo County. He also serves as director of The League strives to protect the local authority and autonomy community and intergovernmental relations, director of opera- of city government and help California’s cities effectively serve tions, and senior advisor to the governor of California. He has their residents. In addition to advocating on cities’ behalf at the served as a member and chair of numerous state and local state capitol, the League provides its members with professional boards, both appointed and elected, and also served on the development programs and information resources, conducts Davis City Council for 12 years, including two terms as mayor. educational conferences and research, and publishes Western He has taught classes on parliamentary procedure and has City magazine. served as parliamentarian for large and small governing bodies. In the fall of 2003, Gov. Davis appointed Rosenberg as a judge of the Yolo County Superior Court. About Western City Magazine Western City is the League of California Cities' monthly maga- zine. Western City provides lively, interdisciplinary analyses of issues affecting local governance. Its goal is to offer immediately practical ideas, information and bigger-picture policy issues and trends. For more information, visit www.westerncity.com. “Rosenberg’s Rules of Order” first appeared in Western City magazine in August and September 2003. To order additional copies of this publication, call (916) 658-8257 or visit www.cacities.org/store. 1400 K Street, Sacramento, CA 95814 (916) 658-8200 © 2003 League of California Cities. All rights reserved. Fax (916) 658-8240 www.cacities.org Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century by Dave Rosenberg he rules of procedure at meetings framework for the orderly conduct rules, because the chair, for all intents should be simple enough for most of meetings. and purposes, makes the final ruling on people to understand. Unfortunately, the rules. In fact, all decisions by the 2. Rules should be clear. Simple rules that hasn’t always been the case. Virtu- chair are final unless overruled by the lead to wider understanding and ally all clubs, associations, boards, coun- governing body itself. participation. Complex rules create cils and bodies follow a set of rules, two classes: those who understand Because the chair conducts the meeting, Robert’s Rules of Order, which are em- and participate and those who do it is common courtesy for the chair to bodied in a small but complex book. not fully understand and do not take a less active role than other mem- Virtually no one I know has actually fully participate. bers of the body in debates and discus- read this book cover to cover. sions. This does not mean that the chair 3. Rules should be user-friendly. That Worse yet, the book was written for should not participate in the debate or is, the rules must be simple enough another time and purpose. If you are discussion. On the contrary, as a mem- that citizens feel they have been able running the British Parliament, Robert’s ber of the body, the chair has full rights to participate in the process. Rules of Order is a dandy and quite use- to participate in debates, discussions ful handbook. On the other hand, if 4. Rules should enforce the will of and decision-making. The chair should, you’re running a meeting of a five- the majority while protecting the however, strive to be the last to speak at member body with a few members of rights of the minority. The ultimate the discussion and debate stage, and the public in attendance, a simplified purpose of the rules of procedure is should not make or second a motion version of the rules of parliamentary to encourage discussion and to facili- unless he or she is convinced that no procedure is in order. Hence, the birth tate decision-making by the body. In other member of the body will do so. of “Rosenberg’s Rules of Order.” a democracy, the majority rules. The rules must enable the majority to This publication covers the rules of The Basic Format for an express itself and fashion a result, parliamentary procedure based on my Agenda Item Discussion while permitting the minority to also 20 years of experience chairing meetings Formal meetings normally have a written, express itself (but not dominate) and in state and local government. These published agenda; informal meetings fully participate in the process. rules have been simplified and slimmed may have only an oral or understood down for 21st century meetings, yet agenda. In either case, the meeting is they retain the basic tenets of order to The Chairperson Should Take a governed by the agenda and the agenda which we are accustomed. Back Seat During Discussions constitutes the body’s agreed-upon road While all members of the governing map for the meeting. And each agenda “Rosenberg’s Rules of Order” are sup- body should know and understand the item can be handled by the chair in the ported by the following four principles: rules of parliamentary procedure, it is following basic format. 1. Rules should establish order. The the chairperson (chair) who is charged First, the chair should clearly announce first purpose of the rules of parlia- with applying the rules of conduct. the agenda item number and should mentary procedure is to establish a The chair should be well versed in those clearly state what the subject is. The chair should then announce the format that will be followed. There are exceptions to the general rule of free Second, following that agenda format, the chair should invite the appropriate and open debate on motions. The exceptions all people to report on the item, including apply when there is a desire to move on. any recommendation they might have. The appropriate person may be the chair, a member of the governing body, www.cacities.org 1 Rosenberg’s Rules of Order: Simple Parliamentary Procedure for the 21st Century a staff person, or a committee chair Eighth, the chair should now invite dis- Motions are made in a simple two-step charged with providing information cussion of the motion by the members process. First, the chair recognizes the about the agenda item. of the governing body. If there is no member. Second, the member makes a desired discussion or the discussion has motion by preceding the member’s Third, the chair should ask members ended, the chair should announce that desired approach with the words: “I of the body if they have any technical the body will vote on the motion. If move …” A typical motion might be: questions for clarification. At this point, there has been no discussion or a very “I move that we give 10 days’ notice in members of the governing body may ask brief discussion, the vote should proceed the future for all our meetings.” clarifying questions to the people who immediately, and there is no need to re- reported on the item, and they should The chair usually initiates the motion by: peat the motion. If there has been sub- be given time to respond. stantial discussion, it is normally best to 1. Inviting the members to make a Fourth, the chair should invite public make sure everyone understands the motion: “A motion at this time comments or, if appropriate at a formal motion by repeating it. would be in order.” meeting, open the meeting to public input. If numerous members of the pub- lic indicate a desire to speak to the sub- ject, the chair may limit the time of each Debate on policy is healthy; debate on personalities public speaker. At the conclusion of the public comments, the chair should ann- is not. The chair has the right to cut off discussion ounce that public input has concluded that is too personal, too loud or too crude. (or that the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion Ninth, the chair takes a vote. Simply 2. Suggesting a motion to the members: from the governing body members. The asking for the “ayes” and then the “nays” “A motion would be in order that we chair should announce the name of the is normally sufficient. If members of the give 10-days’ notice in the future for member who makes the motion. body do not vote, then they “abstain.” all our meetings.” Unless the rules of the body provide Sixth, the chair should determine if any 3. Making the motion. member of the body wishes to second otherwise or unless a super-majority is the motion. The chair should announce required (as delineated later in these As noted, the chair has every right as a the name of the member who seconds rules), a simple majority determines member of the body to make a motion, the motion. It is normally good practice whether the motion passes or is defeated. but normally should do so only if he or she wishes a motion to be made but no for a motion to require a second before Tenth, the chair should announce the other member seems willing to do so.