Business Meetings
Guideline for Parliamentary Rules

Draft, July 27, 2004

Reference: Webster's New World Robert's Rules of Order, Simplified and Applied, Second Edition.

This is laid this out in order, as it would flow through the meeting, using some specifics that would be in our New Mexico meeting. It is a mix of dialog, narrative and comment.

Call to Order
- As good practice we should try to keep the business meeting as "collected together" as possible. This will help to keep business flowing and will aid in making a complete roll call and dealing with business issues when voting members are present.
- To accomplish this, we should try to schedule guest speakers - speakers not directly related to NLTAPA business - either before the business meeting is called to order, or after it is adjourned.
- At TRB in January 2004, we put all the speakers up front. When they were finished, we called the meeting to order and conducted business. It worked pretty well.
- The Call to Order will start the "business" meeting, not necessarily the "session." Just because the session is scheduled between 2-4 p.m., doesn't mean that we must "Call to Order" at 2:00. The session can involve other activities.
- Format:
  Chair, "Before we call the business meeting to order, we have some guest speakers with us today that will provide some opening remarks."
- Then, when we really are ready to begin the business meeting; Chair, "I call this meeting to order."
Roll Call
- After the meeting is called to order. The roll call is taken. A quorum must be present. NLTAPA constitution declares a quorum as a simple majority.
- Format:
  Chair, "The secretary will now take the Roll Call." The secretary performs the Roll Call by reading off the name of each state center, in alphabetical order; then reading off the name of each tribal center in alphabetical order of the state where their office is located.
- The secretary announces to the assembly if a quorum exists and returns the podium to the Chair.
Adopt the Agenda
- After the roll call, ask the membership to adopt the agenda. A simple majority approves. Any changes after approval must be made by motion. A simple majority approves.
- Format:
  Chair, "The agenda has been distributed. Is there a motion to adopt the agenda?
Approve Previous Minutes
- Minutes of the previous business meeting will be distributed via T2All prior to the meeting, or if not distributed by e-mail, paper copies would be made available at the entrance to the meeting.
- Format:
  Chair, "Will the secretary read the minutes of the previous meeting?"
  Member, "I move that we dispense with the reading of the minutes."
  Chair, "Is there a second?"
  Membership votes. Simple majority approves.
- Chair, "Are there any corrections to the minutes?"
  Chair [pauses], "Hearing none, the minutes are approved as distributed."
- If there is a correction;
  Member, "Mr. Chair, I believe that..."
  Chair, "If there is no objection the minutes will be corrected by adding..."
  Chair, "Are there further corrections? [pause] Hearing none, the minutes are approved as corrected."
Officers Reports
- For the most part this is the treasurer's report, but this year in New Mexico we will begin to have the President's report.
- According to the Roberts Rules, if there are no questions on the officer's report, the Chair declares the report as "filed." Done deal. There are no motions to accept, no vote to approve.
- Format:
  Chair, "The next business in order is the reports of officers. May we have the treasurer's report?"
  The Treasurer gives the report. Then steps aside.
  Chair, "Are there any questions?"
  If there are, the Chair states, "Will the treasurer please answer the member's question."
  Then, Chair, "Are there any further questions? [pause] If not the treasurers report is filed."
- The next order of business is the Presidents report.
  The President gives the report.
  Chair, "Are there any questions? [pause] If not the president's report is filed."
Reports of Committees
- Format:
  Chair, "The next business in order is committee reports. Will the Clearinghouse Advisory Committee please report?"
  Report is given.
  Chair, "Are there any questions? [pause] If not the committee's report is filed."
Unfinished Business
- Our agenda needs to reflect this.
  In the past we have jumped around between new and unfinished.
- Format:
  Chair, "The next business in order is unfinished business."
  "We would like to ask Gib Peaslee to report on the Mendocino County Safety Showcase."
New Business
- Format:
  Chair, "The next business in order is new business."
- "Report on Officer Elections. Ballots were distributed via T2All on Wed. June 30. XX number of centers turned in ballots. [report the votes cast] The members have elected XXXXXX to the position of chair, and XXXXXX to the position of Secretary. Do the members accept their positions?"
- "Thank you. You will take office at the close of the business meeting on Wednesday."
- Chair, "Is there any other new business?"
Adjourn
- Format:
  Chair, "Is there a motion to adjourn?"
  Moved and seconded. Simple majority approves.

Making Main Motions

Before making a motion, make sure it contains all the pertinent information, including who, what, where, and when. Word the motion in the positive, not the negative. If at all possible it should be submitted in writing, to the secretary. This allows it to be read in full to the membership prior to any action.

Voting down a motion isn't necessarily bad. Voting down a motion doesn't mean we disagree with or dislike the person who made the motion, or the concept the motion supports. It just means we don't agree with the specifics of the motion.

Everyone needs to realize that voting down a motion (or withdrawing it) is not a bad thing--it leads to a better motion that has been informed by the discussion that took place. This iterative process is what will help us approve motions that make sense, are something we can accomplish, and something we will feel good about the next morning.

Format:
The member stands, "Mr. or Madam President"
The Chair assigns the member the floor by stating the members name or nodding at the member.
The member states his or her name, and their center, then, "I move that..."
The secretary records the name of the member making the motion and the wording of the motion.
Chair, "Is there a second?"
Another member seconds the motion by calling out, "I second the motion."
The secretary does not need to record the name of the member offering the second.
The Chair places the motion before the assembly, "It is moved and seconded that [recite the motion]
Is there any discussion?"
The members now have the right to discuss and debate the motion.

Withdraw the motion: If you made the motion, but after hearing some discussion you change your mind, you can withdraw it (this can speed things along by getting it off the table without going through a vote).

Member, "I wish to withdraw my motion."
Chair, "Are there any objections?" If no one objects, the motion is withdrawn and business continues on. If someone objects, a vote is taken. No debate. A simple majority approves.

Discussion and Debate

Although not a "rule," the Robert's Rules do suggest that discussion rotate between those for and those against a motion as a way to reduce the steamroller effect. The steamroller has happened at our meetings in the past.

Format:
After the Chair opens up the floor for discussion, the member who made the motion has the first right to speak to the motion. Then the Chair calls for the next speaker. If the second member speaks against the motion, then the third position is offered to a member speaking for the motion, or vice versa. This "for/against" exchange continues until every member who wants to speak has had a chance to do so.
No one speaks twice until everyone has had a chance to speak once. The only exception to this rule is if a previous speaker is asked to clarify a point.

When speaking to a motion that you haven't made, a common courtesy before you begin your remarks is to state your name, your center and where your stand on the motion: Member, "Bill LTAPer, from Vermont, I speak for the motion. I think that..."

Taking the Vote

When no one rises to speak to the motion, the chair calls for the vote.
Chair, "Is there any further discussion? [pause] "Hearing none, the question is on the adoption of the motion to [recite the motion]." "All those in favor say Aye, all those apposed say No." The chair announces the result, "The ayes have it, and the motion is carried. We will [repeat the motion]." Or "The noes have it, and the motion is lost. We will not [repeat the motion]."

Ending Debate

Discussion is never ended because a member yells out "Call the question." Or "It's time to take a vote."

A member may make a motion to close debate, extend debate, or set a time limit for debate. The motion needs a second. Because these motions take away the rights of the membership, they need 2/3 majorities to pass.

Format: Member, "I move to close debate and take the vote immediately."
Member, "I move to extend debate five more minutes."
Member, "I move that at 3:00 p.m. debate is closed and the vote is taken."

Avoiding Open-Ended Discussions

We're great at this. We are great at brainstorming. But we need to do those activities prior to the business meeting. Open-ended discussions have no place in the business meeting - there is too little time and too many other things to cover.