In the United States, almost all union meetings are run according to a system of rules called Robert’s Rules of Order. It’s the same rule set used by local governments, nonprofit organizations, and groups of all kinds. Don’t let the rules and a bit of jargon intimidate you. Think of Robert’s Rules as a democratic “user manual” for running meetings that are orderly and fair. With just a little knowledge, any union member or delegate can be a participant, not just a spectator. Robert’s Rules focuses attention on forward motion, and favors decision-making instead of aimless discussion. Most of what you’ll ever need to know about Robert’s Rules of Order you can find on this page.
THE BASICS
- ESTABLISH A QUORUM Most groups don’t want important decisions for the whole group to be made by a tiny handful of meeting attendees, so they require a minimum attendance before those at a meeting are allowed to make binding decisions. For example, a labor council might require that delegates from at least nine affiliated unions be present before decisions can be made. That minimum is called a quorum.
- FOLLOW THE AGENDA Agendas belong to the living and can be modified by majority vote at meetings. That said, Robert’s Rules offers a template agenda that has stood the test of time, known as the order of business. It usually starts with a vote to approve (certify) the minutes (written record of previous meetings), modifying them first if there were errors. Next, elected officers and committees present reports. Then the group considers old business — things that were discussed at previous meetings that didn’t get decided on or that have more to be discussed. That’s followed by new business. Last come announcements and good of the order (a less formal chance for members to share comments and observations about the group and its work.)
- FOCUS ON MOTION In Robert’s Rules you make collective decisions via motions (see below.)
- ONE SPEAKER AT A TIME Most of the time, speakers must be recognized (called on) by the chair before speaking. That avoids everyone talking over each other and allows everyone to be heard. To get the chair’s attention you may raise your hand, stand, or appear at a microphone.
HOW MOTIONS WORK
- MOTION In the jargon of Robert’s Rules, a motion is a proposal to do something, and it starts with the words “I move that …” For example, “I move that we donate $500 to the mineworkers strike fund.” A very important part of Robert’s Rules is that only one motion can be on the floor (discussed) at a time.
- SECOND Most kinds of motions require a second (a second person who also supports the motion.) The group doesn’t start talking about a proposal just because someone introduced it. It first has to be seconded. You don’t have to be recognized by the chair to second a motion. You just call out, “I second the motion.”
- RESTATE This step is often forgotten, but it can prevent confusion if the chair takes the time to restate the motion a speaker has just made, especially if the motion was made on the fly.
- DEBATE The chair invites people to speak for and against the motion. Normally the maker of motion is the first to speak on it. Note that not every kind of motion is debatable under Robert’s Rules: Motions to limit or end debate and motions to adjourn are not debatable, so when someone makes that motion, the chair moves directly to conduct the vote on it. Debate in Robert’s Rules follows rules of decorum. Decorum isn’t about fancy manners. It’s about treating everyone present with respect, even (and especially) people you disagree with at the moment. Above all, it means you debate the motion, not the person making it. You should never call into question the motives or character of a fellow speaker, and if you do, it’s the job of the chair to remind you that’s not allowed. Robert’s Rules’ custom of each participant speaking as if they are addressing the chair instead of directing their comment to other individual speakers can keep debate from getting personal.
- VOTE Democracy means the majority rules. Usually that’s a simple majority, 50% of the participants plus one. But sometimes to preserve unity your group’s rules might require a two-thirds majority, like with a political endorsement for example. The chair usually asks all those in favor of a motion to say aye (yes) or nay (no) and asks if there are any abstentions (people who don’t vote yes or no). Normally voting can take place three ways: voice vote, standing vote (you stand up so you’re easier to count), or roll call vote (a formal count like when delegates have different numbers of votes they’re entrusted with.) When the vote is concluded, the chair announces the result of the vote — “the motion passes” or “the motion fails.”
KINDS OF MOTIONS
- MAIN MOTION Any proposal that the group do something or adopt a certain position.
- MOVE TO AMEND Maybe you think the main motion is good but have an idea to make it better. You can move to amend, and propose additions or changes. (Yes, you can even amend an amendment that’s currently under consideration. Don’t be that person.) Under Robert’s Rules, you vote on amendments before you vote on the main motion. Customarily, the maker of a motion may with the chair’s permission make minor modifications to their motion. Sometimes someone else may invite the maker of the motion to amend it. This is known as offering a friendly amendment.
- MOVE TO END DEBATE Maybe you’ve heard enough from both sides and are ready to vote. You move to end debate, also known as calling the question. It must be seconded, but is not debatable.
- MOVE TO REFER Maybe a motion needs more work or discussion than the whole group has time for. You can move to refer (send) it to a committee that will meet later and may bring it back more fully fleshed out.
- MOVE TO TABLE Maybe you just aren’t ready to make a decision on this motion today. If you move to table (literally, put it on the table) it can be brought up again under the “old business” agenda at future meetings.
- POINT OF ORDER If you think one of the meeting rules is being broken, you can rise to make a point of order. You don’t have to be recognized by the chair. It doesn’t need a second and can’t be debated. You say “point of order” make your point, and the chair makes a ruling about whether the rule was broken.
- POINT OF INFORMATION Sometimes you may be missing information you need about a motion. You can call out “point of information,” be recognized by the chair, and ask your question. Then the chair will answer or direct your question to someone who can.
- APPEAL A RULING OF THE CHAIR If you think the chair ruled the wrong way in running the meeting, you can stand and without being recognized appeal the ruling. It must be seconded, may be debated, and then can be voted on.
ROBERT HIMSELF
Henry Martyn Robert, 1837-1923, was a West Point graduate who served in the Army Corps of Engineers. But he’s best remembered for a book he first published in 1876 called the Pocket Manual of Rules of Order for Deliberative Assemblies (later known as “Robert’s Rules of Order.”) It’s a collection of rules on how to run meetings based loosely on procedures used in the U.S. House of Representatives. Robert is buried at Arlington National Cemetery, but his guide to democratic participation lives on and bears his name.
SPECIAL PERSON: THE CHAIR
The concept of the chair originated with a literal chair a headman would sit in while presiding over a meeting. The others would sit on benches. Today, a chair or chairperson is just the person who runs the meeting. It’s a job that comes with a lot of responsibility. A chair is in charge of keeping order, recognizing people who want to speak, restating motions so everyone understands, conducting votes, and announcing the results of votes. A chair may have opinions about the questions being debated, but it’s important that they appear to be impartial in their rulings. Because of that, it’s the custom that a chair doesn’t usually participate in debate, though in some cases they may vote to break a tie. With responsibility comes a certain amount of power. But a chair isn’t all-powerful. Any member can challenge a ruling of the chair, and a chair can be overruled by majority vote.
SPECIAL TOOL: THE GAVEL
A gavel is a ceremonial hardwood mallet that a chair uses as an audible signal in conducting meetings. It’s loud when it’s banged on a hard surface, especially an accompanying “sound block.” There are customs around its use:
- Two taps calls a meeting to order.
- One tap indicates that a motion has concluded.
- Multiple taps mean a meeting is becoming unruly and must be brought back to order.
- One tap also signifies when a meeting is adjourned.
