Robert's Rules of Order Part 9

The chairman, after the question of credentials is disposed of, at least for the time, announces that "The next business in order is the election of permanent officers of the a.s.sembly." Some one then moves the appointment of a

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committee to nominate the officers, in a form similar to this: "I move that a committee of three be appointed by the Chair to nominate the permanent officers of this convention." This motion is treated as already explained. When the committee make their report, some one moves "That the report of the committee be accepted and that the officers nominated be declared the officers of this convention."* [Where there is any compet.i.tion for the offices, it is better that they be elected by ballot. In this case, when the nominating committee report, a motion can be made as follows: "I move that the convention now proceed to ballot for its permanent officers;" or "I move that we now proceed to the election, by ballot, of the permanent officers of this convention."

[See Rules of Order, -- 38, for balloting, and other methods of voting.]

The const.i.tutions of permanent societies usually provide that the officers shall be elected by ballot.] This motion being carried, the chairman declares the officers elected, and instantly calls the new presiding officer to the chair, and the temporary secretary is at the same time replaced. The convention is now organized for work.

48. A Permanent Society. (a) First Meeting. When it is desired to form a permanent society, those interested in it should see that only the proper persons are invited to be present, at a certain time and place. It is not usual in ma.s.s meetings, or meetings called to organize a society, to commence until

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fifteen or thirty minutes after the appointed time, when some one steps forward and says, "The meeting will please come to order; I move that Mr. A. act as chairman of this meeting;" some one "seconds the motion,"

when the one who made the motion puts it to vote (or, as it is called, "puts the question"), as already described, under an "occasional meeting" [-- 46, (a)]; and, as in that case, when the chairman is elected, he announces as the first business in order the election of a secretary.

After the secretary is elected, the chairman calls on some member who is most interested in getting up the society, to state the object of the meeting. When this member rises he says, "Mr. Chairman;" the chairman then announces his name, when the member proceeds to state the object of the meeting. Having finished his remarks, the chairman may call on other members to give their opinions upon the subject, and sometimes a particular speaker is called out by members who wish to hear him. The chairman should observe the wishes of the a.s.sembly, and while being careful not to be too strict, he must not permit any one to occupy too much time and weary the meeting.

When a sufficient time has been spent in this

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informal way, some one should offer a resolution, so that definite action can be taken. Those interested in getting up the meeting, if it is to be a large one, should have previously agreed upon what is to be done, and be prepared at the proper time to offer a suitable resolution, which may be in a form similar to this: "Resolved, That it is the sense of this meeting that a society for [state the object of the society]

should now be formed in this city." This resolution, when seconded, and stated by the chairman, would be open to debate and be treated as already described [-- 46, (b)]. This preliminary motion could have been offered at the commencement of the meeting, and if the meeting is a very large one, this would probably be better than to have the informal discussion.

After this preliminary motion has been voted on, or even without waiting for such motion, one like this can be offered: "I move that a committee of five be appointed by the Chair, to draft a Const.i.tution and By-Laws for a society for [here state the object], and that they report at an adjourned meeting of this a.s.sembly." This motion can be amended [-- 56]

by striking out and adding words, etc., and it is debatable.

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When this committee is appointed, the chairman may inquire, "Is there any other business to be attended to?" or, "What is the further pleasure of the meeting?" When all business is finished, a motion can be made to adjourn to meet at a certain place and time, which, when seconded, and stated by the Chair, is open to debate and amendment. It is usually better to fix the time of the next meeting [see -- 63] at an earlier stage of the meeting, and then, when it is desired to close the meeting, move simply "to adjourn," which cannot be amended or debated. When this motion is carried, the chairman says, "This meeting stands adjourned to meet at," etc., specifying the time and place of the next meeting.

(b) Second Meeting.* [Ordinary meetings of a society are conducted like this second meeting, the chairman, however, announcing the business in the order prescribed by the rules of the society [-- 72]. For example, after the minutes are read and approved, he would say, "The next business in order is hearing reports from the standing committees." He may then call upon each committee in their order, for a report, thus: "Has the committee on applications for membership any report to make?"

In which case the committee may report, as shown above, or some member of it reply that they have no report to make. Or, when the chairman knows that there are but few if any reports to make, it is better, after making the announcement of the business, for him to ask, "Have these committees any reports to make?" After a short pause, if no one rises to report, he states, "There being no reports from the standing committees, the next business in order is hearing the reports of select committees," when he will act the same as in the case of the standing committees. The chairman should always have a list of the committees, to enable him to call upon them, as well as to guide him in the appointment of new committees.] At the next meeting the officers of the previous meeting, if present, serve until the permanent officers are elected. When the hour arrives for the meeting, the chairman standing, says, "The meeting will

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please come to order:" as soon as the a.s.sembly is seated, he adds, "The secretary will read the minutes of the last meeting." If any one notices an error in the minutes, he can state the fact as soon as the secretary finishes reading them; if there is no objection, without waiting for a motion, the chairman directs the secretary to make the correction. The chairman then says, "If there is no objection the minutes will stand approved as read" [or "corrected," if any corrections have been made].

He announces as the next business in order, "the hearing of the report of the committee on the Const.i.tution and By-Laws." The chairman of the committee, after addressing "Mr. Chairman" and being recognized, reads the committee's report and then hands it to the chairman.* [In large and formal bodies the chairman, before inquiring what is to be done with the report, usually directs the secretary to read it again. See note to -- 46 (c), for a few common errors in acting upon reports of committees.

[See also note to -- 46 (b).]] If no motion is made, the chairman says, "You have heard the report read --

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what order shall be taken upon it?" Or simply inquires, "What shall be done with the report?" Some one moves its adoption, or still better, moves "the adoption of the Const.i.tution reported by the committee," and when seconded, the chairman says, "The question is on the adoption of the Const.i.tution reported by the committee." He then reads the first article of the Const.i.tution, and asks, "Are there any amendments proposed to this article?" If none are offered, after a pause, he reads the next article and asks the same question, and proceeds thus until he reads the last article, when he says, "The whole Const.i.tution having been read, it is open to amendment." Now any one can move amendments to any part of the Const.i.tution.

When the chairman thinks it has been modified to suit the wishes of the a.s.sembly, he inquires, "Are you ready for the question?" If no one wishes to speak, he puts the question, "As many as are in favor of adopting the Const.i.tution as amended, will say aye;" and then, "As many as are opposed, will say no." He distinctly announces the result of the vote, which should always be done. If the articles of the Const.i.tution are subdivided into sections

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or paragraphs, then the amendments should be made by sections or paragraphs, instead of by articles.

The chairman now states that the Const.i.tution having been adopted, it will be necessary for those wishing to become members to sign it (and pay the initiation fee, if required by the Const.i.tution), and suggests, if the a.s.sembly is a large one, that a recess be taken for the purpose.

A motion is then made to take a recess for say ten minutes, or until the Const.i.tution is signed. The const.i.tution being signed, no one is permitted to vote excepting those who have signed it.

The recess having expired, the chairman calls the meeting to order and says, "The next business in order is the adoption of By-Laws." Some one moves the adoption of the By-Laws reported by the committee, and they are treated just like the Const.i.tution. The chairman then asks, "What is the further pleasure of the meeting?" or states that the next business in order is the election of the permanent officers of the society. In either case some one moves the appointment of a committee to nominate the permanent officers of the society, which motion is treated as already described in -- 47. As

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each officer is elected he replaces the temporary one, and when they are all elected the organization is completed.

If the society is one that expects to own real estate, it should be incorporated according to the laws of the state in which it is situated, and for this purpose, some one on the committee on the Const.i.tution should consult a lawyer before this second meeting, so that the laws may be conformed to. In this case the trustees are usually instructed to take the proper measures to have the society incorporated.

49. Const.i.tutions, By-Laws, Rules of Order and Standing Rules. In forming a Const.i.tution and By-Laws, it is always best to procure copies of those adopted by several similar societies, and for the committee, after comparing them, to select one as the basis of their own, amending each article just as their own report is amended by the Society. When they have completed amending the Const.i.tution, it is adopted by the committee. The By-Laws are treated in the same way, and then, having finished the work a.s.signed them, some one moves, "That the committee rise, and that the chairman (or some other

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member) report the Const.i.tution and By-Laws to the a.s.sembly." If this is adopted, the Const.i.tution and By-Laws are written out, and a brief report made of this form: "Your committee, appointed to draft a Const.i.tution and By-Laws, would respectfully submit the following, with the recommendation that they be adopted as the Const.i.tution and By-Laws of this society;" which is signed by all the members of the committee that concur in it. Sometimes the report is only signed by the chairman of the committee.

In the organization just given, it is a.s.sumed that both a Const.i.tution and By-Laws are adopted. This is not always done; some societies adopt only a Const.i.tution, and others only By-Laws. Where both are adopted, the const.i.tution usually contains only the following:

(1) Name and object of the society.

(2) Qualification of members.

(3) Officers, their election and duties.

(4) Meetings of the society (only including what is essential, leaving details to the By-Laws).

(5) How to amend the Const.i.tution.

These can be arranged in five articles, each article being subdivided into sections. The

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Const.i.tution containing nothing but what is fundamental, it should be made very difficult to amend; usually previous notice of the amendment is required, and also a two-thirds or three-fourths vote for its adoption [-- 73]. It is better not to require a larger vote than two-thirds, and, where the meetings are frequent, an amendment should not be allowed to be made except at a quarterly or annual meeting, after having been proposed at the previous quarterly meeting.

The By-Laws contain all the other standing rules of the society, of such importance that they should be placed out of the power of any one meeting to modify; or they may omit the rules relating to the conduct of business in the meetings, which would then const.i.tute the Rules of Order of the society. Every society, in its By-Laws or Rules of Order, should adopt a rule like this: "The rules contained in--(specifying the work on parliamentary practice) shall govern the society in all cases to which they are applicable, and in which they are not inconsistent with the Rules of Order (or By-Laws) adopted by the society." Without such a rule, any one so disposed, could cause great trouble in a meeting.

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In addition to the Const.i.tution, By-Laws and Rules of Order, in nearly every society resolutions of a permanent nature are occasionally adopted, which are binding on the society until they are rescinded or modified. These are called Standing Rules, and can be adopted by a majority vote at any meeting. After they have been adopted, they cannot be modified at the same session except by a reconsideration [-- 60]. At any future session they can be suspended, modified or rescinded by a majority vote. The Standing Rules, then, comprise those rules of a society which have been adopted like ordinary resolutions, without the previous notice, etc., required for By-Laws, and consequently, future sessions of the society are at liberty to terminate them whenever they please. No Standing Rule (or other resolution) can be adopted which conflicts with the Const.i.tution, By-Laws or Rules of Order.* [In practice these various cla.s.ses of rules are frequently very much mixed.

The Standing Rules of some societies are really By-Laws, as the society cannot suspend them, nor can they be amended until previous notice is given. This produces confusion without any corresponding benefit.

Standing Rules should contain only such rules as are subject to the will of the majority of any meeting, and which it may be expedient to change at any time, without the delay incident to giving previous notice.

Rules of Order should contain only the rules relating to the orderly transaction of the business in the meetings of the society. The By-Laws should contain all the other rules of the society which are of too great importance to be changed without giving notice to the society of such change; provided that the most important of these can be placed in a Const.i.tution instead of in the By-Laws. These latter three should provide for their amendment. The Rules of Order should provide for their suspension. The By-Laws sometimes provide for the suspension of certain articles. None of these three can be suspended without it is expressly provided for.

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Art. X. Officers and Committees.

50. Chairman or President. It is the duty of the chairman to call the meeting to order at the appointed time, to preside at all the meetings, to announce the business before the a.s.sembly in its proper order, to state and put all questions properly brought before the a.s.sembly, to preserve order and decorum, and to decide all questions of order (subject to an appeal). When he "puts a question" to vote, and when speaking upon an appeal, he should stand;* [In meetings of boards of managers, committees and other small bodies, the chairman usually retains his seat, and even members in speaking do not rise.] in all other cases he can sit. In all cases where his vote would affect the result, or where the vote is by ballot, he can vote. When a member rises to speak, he

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should say, "Mr. Chairman," and the chairman should reply, "Mr. A;" he should not interrupt a speaker as long as he is in order, but should listen to his speech, which should be addressed to him and not to the a.s.sembly. The chairman should be careful to abstain from the appearance of partizanship, but he has the right to call another member to the chair while he addresses the a.s.sembly on a question; when speaking to a question of order he does not leave the chair.