What is Robert’s Rules of Order?

From motions and meetings to debates and amendments, learn the basics of Robert’s Rules of Order.

Types of Motions

A motion is when one director or committee member introduces a piece of business or proposes a decision or action. 

There are 6 types of motions:

1. Main Motion: Introduces a new piece of business before the board.
2. Secondary Motion: Allows the board to change or eliminate the main motion. Examples include postponing or amending the main motion.
3. Privileged Motion: Refers to an urgent matter unrelated to pending business. Someone can “raise a question of privilege,” for example, to stop pending business and address an immediate need, such as excessive background noise.
4. Incidental Motion: Relates to current business or procedures. Examples include “point of order” to alert the board to a perceived failure of the chair to maintain appropriate order for a meeting, and “suspension of the rules” to provide leniency from specific rules.
5. Motion to Table: To table a motion or discussion is to temporarily defer the business at hand until a later time during the meeting.
6. Motion to Postpone: This tactic is used to delay or stop a motion/vote. A member cannot bring it up again during the meeting, but they can reintroduce it at a later date. 
   
   

Motion Steps

A motion goes through a series of 6 steps:

1. Motion: A member raises their hand to signal the chairperson before introducing  new business.
2. Second: Another board director seconds the motion.
3. Restate Motion: The chair restates the motion.
4. Debate: Board members discuss the motion.
5. Vote: The chair restates the motion, and first asks for affirmative votes, followed by the negative votes.
6. Vote Announcement: The chair announces the results of the vote and any other guidelines.

What are the Stages of a Meeting? 

There are 6 basic stages of a meeting. They include:

1. Call to Order: The chair makes the call to order to begin the meeting.
2. Reading and Approval of Minutes: The minutes from the last meeting are read and confirmed before they become part of the official record. 
3. Reports: Any reports are made by boards, committees, or officers.
4. Unfinished Business: Pick back up any pending business from the previous meeting due to ongoing debate or lack of time.
5. New Business: A member brings up new business for debate or action.
6. Adjournment: The chair motions to bring the meeting to an end.

Meeting Tips

Because we operate in a world where time is of the essence, board meetings need to run as smoothly and effectively as possible. Apart from knowing how to prepare for a board meeting, use the following meeting tips:

• Send minutes in advance to ensure an efficient meeting and prevent them from needing to be read during the meeting. 
• Avoid discussing “old business” that has already been voted on to prevent extraneous, repetitive discussions from meeting to meeting.
• Develop an agenda to ensure transparency and tailor the meeting structure to the unique needs of your organization. Be sure to include times for discussing specific board meeting agenda items, which can help keep the meeting moving and on schedule. Meeting agendas must be formally adopted by the group at the start of a meeting.
• Take breaks, using “motions to recess,” to break up overly long meetings and help keep directors engaged and alert, especially online.