Robert’s Rules Refresher

By Truman Stone

Your board or council just passed a motion. You realize you missed an important step or that important information was not discussed before the vote. Do you know what to do?
A motion and second are made, but you want more information or time to think about the topic before voting. What to do?

A member keeps raising points of order, grinding discussion to a halt and making meetings much longer than necessary. What to do?

In each of the above scenarios, you may wonder whether your governing body should have a designated parliamentarian or receive special training in parliamentary procedure. You also may fear that you must strictly follow the tome that is Robert’s Rules. Never fear – we are here to help!

First, a confession. Law schools generally do not teach parliamentary procedure. Your high school Future Farmers of America (FFA) holds Parli Pro, a competitive leadership development event, and you may be better off asking a kid with a blue jacket. However, most attorneys who represent boards or committee clients are forced to learn parliamentary procedure on the job to help clients run their meetings efficiently. Although not registered parliamentarians, we have gained good working knowledge.

Henry Martyn Robert was an Army officer who first published the Pocket Manual of Rules of Order for Deliberative Assemblies in 1876. The official volume of Robert’s Rules of Order Newly Revised [RONR] is on its twelfth edition. The full parliamentary manual is intended and best suited for large assemblies like the congress or the legislature. Within Robert’s Rules there is a distinction made for small bodies. [RONR Sect. 49:21.]

Are we bound to Robert’s Rules? Generally, no. I find no statute that specifically requires Robert’s Rules. The League of Oregon Cities (LOC) Model Charter simply states that “[t]he council must by resolution adopt rules to govern its meetings.” Unless your Charter or principle act specifically designates Robert’s Rules, you are free to adopt alternate or abbreviated rules – and there are alternates available. Check to see if your government has formally adopted parliamentary rules and what version has been adopted. Once your government has formally designated or adopted rules, you become obligated to follow those rules.

Some general things to consider:

• Designate a parliamentarian and get that person some training. Consider the board secretary, city recorder, or similar staff member for this role.
• Have a copy of Robert’s Rules available. Robert’s Rules of Order, In Brief, is a simplified version that I recommend. Rather than guess or struggle, adjourn the meeting for some quick research.
• If you are unsure what to do, make a parliamentary inquiry to the chair and discuss how to proceed.
• Review your council or body’s rules on an annual basis. Keep what works and change what does not.
• The people you represent expect efficient meetings conducted civilly. Don’t get bogged down in the minutia of procedure.

Now, to answer the questions above. If you get stuck and no one knows what to do, make the following motion: “I move to suspend the rules to do _________ or to accomplish __________.” This motion requires a second and a vote of two-thirds of the members. [RONR Sect. 25:1-20.] You must still vote on decisions as required by Oregon Public Meetings Law, but getting to that vote will be easier. Once you get yourself unstuck, regular order resumes.

If you anticipate a problem for an upcoming meeting, call one of our attorneys. Alternatively, find a Future Farmers of America chapter and give a kid a job at your meetings.