A LIFE OF EXCELLENCE | FRATERNITY RESOURCES
Meeting Procedures
and Rules of Order
In order to have an effective and efficient meeting, following some established procedures and rules of order is helpful. This appendix briefly explains some basics to holding a meeting and gives an overview of some of the rules of order used to enhance efficiency.
Pre-meeting preparation
Before holding a meeting, it is important to have given some thought to the goals for this time. No one wants to feel as though a meeting was unimportant and a poor use of their time. Therefore, establishing an agenda is critical. In the chapter setting, the executive committee should meet prior to the chapter meeting. The executive committee will discuss several things during their meeting, but an underlying purpose for this meeting is to set the agenda for the chapter’s meeting. When a member has an idea for the chapter, he should not bring this directly to the chapter. Rather, he should first bring the idea to the appropriate committee. If the committee approves the idea, it comes before the administrative committee through the appropriate committee chair. If the administrative committee approves the idea, it then comes before the executive committee, who can put it on the agenda for the chapter meeting. In this manner, the idea does not come directly before the chapter, and the appropriate committee, administrative committee, and executive committee will have already flushed out the majority of the debate surrounding the idea. This means that the chapter members will save time in the chapter meeting since most of the debate will be complete.
Setting the Agenda
As mentioned earlier, having an agenda is vital to adding meaning to a meeting. Therefore, preparation of this is crucial. The typical agenda for most chapter meetings is as follows:
- Opening Ceremonies
- Roll Call
- Introduction of visiting members
- Reading and approval of minutes of the previous meeting
- Report of the president
- Report of the treasurer
- Report of the executive committee members
- Report of the administrative committee members
- Reports of any special committees
- Report of the chapter advisor
- Unfinished business
- New business
- Proposals for new membership
- Closing ceremonies
Robert’s Rules of Order
Robert’s Rules of Order is the basic handbook of operation used to conduct meetings in which everyone may be heard and may participate in decision-making without confusion. It offers simple guidelines to parliamentary procedure. Below are some basic procedures followed in Robert’s Rules of Order.
During a meeting, members who want to contribute must make a motion. A motion is a proposal on which the chapter takes a stand or takes action. When a member presents a motion, he makes a proposal. When someone seconds a motion, he expresses support for discussion of a motion that another member has made. When someone debates a motion, he gives his opinions on the proposal. When someone votes on the motion, he contributes to making the decision.
There are four different types of motions:
- Main motions introduce subjects to the chapter for consideration. A member cannot make a main motion while another motion is still being considered.
- Subsidiary motions change or affect the way the chapter handles the main motion. Subsidiary motions include any changes (amendments) made to the initial proposal itself.
- Privileged motions are the most urgent. They concern special or important matters not related to pending business. The motion to adjourn is a privileged motion.
- Incidental motions are questions of procedure that arise from other motions and must be considered prior to the other motion.
Making a Motion
When someone has an idea to present, after the last speaker is finished, he will rise and address the chairman, “Mr. Chairman,” or “Mr. President.” He then gives his name; the chairman will recognize him by repeating it.
A person should state the motion affirmatively, avoiding personalities and staying on the subject, while speaking clearly and concisely.
Next, a person should wait until another member seconds the motion or until the chairman calls for a second. If the motion is not seconded it will not be considered. If the motion is seconded, the chairman says, “It is moved and seconded that we…” At this point debate or voting occurs. Now the motion is “assembly property.” The author of the motion cannot change it without the consent of the chapter.
Next, one may expand on the motion. The mover is allowed to speak first in any debate or discussion. All comments should be directed to the chair, not individual members, and when speaking, one should be mindful of the time. A person may speak again after all other speakers are finished; someone may speak a third time only if a motion is made and supported by a two-thirds vote to suspend the rules.
The chairman asks the chapter, “Are you ready for the question?” and if there is not more discussion, a vote is taken. The chairman announces the results of the vote.
Here are some tips to keep in mind when making or considering a motion:
- A motion must be “in order,” it must relate to the business at hand and must be presented at the right time during the meeting.
- A motion must not be frivolous, obstructive, or against the bylaws; such a motion is “out of order.”
- If a speaker is interrupted by an important motion, that speaker regains the floor when the interruption has been attended to.
- Most motions require a second; this ensures that all motions the chapter spends time considering are of interest to more than one person.
- Not all motions - privileged and incidental motions, in specific - are debatable.
- Some motions can be amended - sections can be stricken out, inserted, or both at once - as long as the amendments relate to the subject as presented in the main motion.
- Most motions require only a majority vote, but major issues concerning the good of the chapter usually require a two-thirds vote.
- A motion to table is a proposal that something be laid aside temporarily while a more urgent matter is taken care of. A member also has the option to “take from the table” any motion for reconsideration by the chapter.
- A motion to postpone indefinitely is a parliamentary strategy that allows members to dispose of a motion without making a decision for or against it. A motion to postpone indefinitely is useful in case of a badly chosen main motion for which either a “yes” or “no” vote would have undesirable consequences.
Voting on a Motion
There are several ways that a chapter can vote on a motion. The way the chapter votes on a motion depends on the situation and the chapter’s bylaws.
- A voice vote can be taken for majority votes only. For majority votes, the chairman will ask those in favor to say “aye” and those opposed to say “nay.” A member may move for an exact count in a voice vote.
- When voting by a show of hands, members raise their hands as sight verification of or as an alternative to a voice vote. This method does not require a count, but a member may move for an exact count.
- If a record of each member’s vote is needed or requested, the chapter may vote by roll call. With a roll call vote, as each member’s name is called, he responds with “yes” or “no” or “present” (indicating his choice not to vote).
- When secrecy is desired (as is the case in most elections), your chapter votes by ballot. Each member writes his vote on a slip of paper.
- When a motion isn’t likely to be opposed, the chairman can say, “If there is no objection…” Members’ silence implies agreement. If someone says, “I object,” the matter must be put to a vote.