Introduction

Robert’s Rules of Order was originally written in 1876

Made by a U.S. Army brigadier General Henry Robert

He made it after presiding over a church meeting

RROO is based on those used in the U.S. House of Representatives but adapted for other societies

Preliminaries:

Kinds of Assemblies: Deliberative Assemblies

Convene Meetings

Group of people who come together with a common agenda

The different types deliberative assemblies are:

Mass Meetings

> Mass meetings are publicized gatherings open to the general public

> They typically follow a "town meeting" format to prepare for larger assemblies

> Participants choose a chairperson and secretary during the meeting

> The agenda is established through a "Call for the Orders of the Day"

> Minutes are recorded, detailing attendees, motions, and outcomes

> Business is conducted through recognized motions and discussions

> Reports from officers and committees may be presented

> The meeting concludes with adjournment, often deciding the next meeting's date

Conventions

> Conventions are assemblies of delegates representing a larger group or organization

> They are authorized by the organization's bylaws to address specific issues or conduct business

> A credentials committee verifies delegate eligibility and manages registration

> A program committee plans the schedule and events for the convention

> Rules for conducting business are established by a standing rules committee

> Quorum requirements must be met for the convention to proceed

> Voting members participate in decision-making processes during the convention

> Reports from officers, boards, and committees are presented for discussion

> Resolutions and main motions are screened and debated before voting

>Conventions conclude with adjournment, often summarizing outcomes and future actions

Legislative Bodies

> Constitutionally established public body of representatives chosen by an electorate for a term of office

> Each body is specific to its own laws, procedural rules, and decorum

> Therefore RROO does not delve into the parliamentary procedure of legislative bodies

Legislative Bodies

> Boards consist of elected or appointed members responsible for overseeing specific functions within an organization

> Officers are individuals holding specific roles, such as president, treasurer, or secretary, with defined duties

> The executive board typically includes key officers and may have > additional members for broader representation

> Boards and officers are accountable for implementing policies and managing day-to-day operations

> Regular reports from officers are presented to the assembly to inform members of progress and issues

> Elections for officers are conducted according to established procedures, often requiring a majority vote

> Officers assume their roles immediately upon election unless otherwise specified in the bylaws

> Boards may form committees to address specific tasks or projects, enhancing organizational efficiency

Committees

> Committees are groups of elected or appointed individuals tasked with considering, investigating, or acting on specific matters

> Types of committees include ordinary committees, committees of the whole, standing committees, and special committees

> Committees are created through bylaws or motions and follow parliamentary procedures similar to larger assemblies

> They conduct meetings to discuss issues, propose recommendations, and report findings to the assembly

> Membership can be established through elections, nominations from the floor, or appointments by the chair

> Committees may dissolve after completing their assigned tasks, as seen with special committees

> Reports from committees provide formal statements and recommendations for the assembly's consideration

> Committees play a crucial role in organizing and streamlining the decision-making process within an organization

Committees of the Whole

> A Committee of the Whole is a procedural device allowing the entire assembly to consider matters in-depth

> It is typically used in larger assemblies, where voting results serve as recommendations rather than final decisions

> The assembly must close or limit discussions before entering a Committee of the Whole

> Committees of the Whole cannot order roll call, impose bills, or adjourn/recess

> They focus on discussing and reporting facts to the assembly without making binding decisions

> The procedures followed in a Committee of the Whole mirror those of the larger assembly

> Members can raise secondary motions for clarity or completeness during discussions

> This format encourages thorough debate and consideration of complex issues before formal voting

Starting a Permanent Society

Initiate formation by adopting a resolution

Draft and adopt bylaws outlining rules and procedures

Define membership criteria and joining processes

Elect officers to manage operations

Establish a schedule for regular meetings

Create committees for specific tasks and responsibilities

Determine funding sources and financial management practices

Consider adopting a constitution for foundational framework

Ensure compliance with state laws for incorporation

Develop a communication strategy to engage members

Combining or Ending Organizations

Organizations can merge (losing identity) or consolidate (maintaining identities)

Formal resolution required for dissolution according to state laws

Address distribution of assets and liabilities during merging or dissolution

Procedural Rules and Bylaws for All Types of Organizations

Establish the framework for governance and operations

Define membership criteria, rights, and responsibilities

Outline procedures for calling, conducting, and adjourning meetings

Specify the minimum number of members required for a quorum

Detail voting procedures, including methods and majority requirements

Define roles, responsibilities, and election processes for officers

Establish guidelines for forming and operating committees

Provide a process for amending bylaws and procedural rules

Outline procedures for addressing member misconduct

Set rules for budgeting, expenditures, and financial reporting

Include policies to manage conflicts of interest among members

Specify procedures for dissolving the organization and handling assets

Ensure adherence to applicable laws and regulations

Ammending Bylaws

Propose amendments in writing to ensure clarity and formality

Require a specified notice period before voting on amendments

Establish the voting threshold needed for approval (e.g., majority or two-thirds)

Allow for discussion and debate on proposed amendments during meetings

Ensure amendments are germane to the original bylaws

Document all amendments in the official records of the organization

Communicate approved amendments to all members promptly

Review and update bylaws regularly to reflect current practices

Maintain a clear process for proposing emergency amendments

Ensure compliance with state laws regarding amendments

Provide a rationale for amendments to facilitate member understanding

Allow members to suggest amendments for future consideration

Keep a historical record of all amendments for reference