Robert's Rules of Order Part 1 Flashcards
absentee voting
This type of voting is done by a person who is not in attendance at the meeting. The bylaws must expressly authorize this action before it is allowed.
abstain
To verbally refrain from voting. Frequently the reason for abstaining is a conflict of interest.
abstention
The result of abstaining from voting. Because the abstention is not voting, it does not count as a vote cast.
accept
To adopt or approve a motion or report. The effect of accepting a report is the assembly endorses the report in its entirety, every word of it.
acclamation
An election by unanimous consent.
ad hoc
A special committee. The term comes from a Latin term meaning “to this” and refers to a committee formed for a particular purpose.
adhering to the motion
A motion is considered adhering to the motion if it is made while the motion it is adhering to is pending. For example, a main motion is made. While it is being discussed, an Amendment is made to that Main Motion. The Amendment is adhering to the Main Motion. Adhering motions remain connected to the main motion even if the motion is interrupted, Referred, Postponed, or temporarily disposed of.
Adjourn
A motion to close the meeting.
adjourned meeting
A meeting that is a continuation of a previous meeting. It occurs when the work was not completed at a regular or special meeting and there was a motion to continue the meeting at a different time. The original meeting and the adjourned meeting make up a single session. Because it is a continuation of a previous meeting, special notice of the meeting doesn’t need to be sent to the membership. The adjourned meeting begins on the agenda where the meeting it is continuing left off.
adjournment sine die
A Latin term which means “without day.” It is the final adjournment of an assembly. The last meeting of the convention is said to be an adjournment sine die.
administrative year
While not a parliamentary term, this term refers to the time period in which the officers remains in office without need for re-election.
affirmative vote
A vote in favor of the adoption of the motion.
agenda
A predetermined sequence of items of business to be covered at a specific meeting; an order of business. The prescribed agenda for organizations that have regular meetings at least quarterly and have RRoO as their parliamentary authority is: approval of minutes; reports of officers, boards, and standing committees; reports of special committees; special orders; unfinished business and general orders; and new business.
alternate
A member authorized to substitute for another member.
Amend
A motion to modify the pending motion before it is voted on.
Amend by adding
One of the forms of a motion to Amend. This form places a word, consecutive words, or a paragraph at the end of a motion.
Amend by inserting
One of the forms of a motion to Amend. This form places a word, consecutive words, or a paragraph in the beginning or the middle of a motion.
Amend by striking out
One of the forms of a motion to Amend. This form takes out a word, consecutive words, or a paragraph in a motion.
Amend by striking out and inserting
One of the forms of a motion to Amend. This form strikes out a word or consecutive words and inserts a word or consecutive words in its place.
Amend by substituting
One of the forms of a motion to Amend. This form strikes out a paragraph or more and inserts another paragraph or more.
Amend Something Previously Adopted
A motion that allows the assembly to change an action previously taken. This motion can be applied to a motion adopted at a previous meeting provided that none of the action involved has been carried out in a way that is too late to undo.
amendable
When a motion is amendable, it can be modified during the time it is pending (Step 4).
Amendment
A motion that proposes a change to the wording of a pending motion.
American Institute of Parliamentarians (AIP)
The professional organization of parliamentarians that emphasizes knowledge of RRoO, Sturgis, and other parliamentary authorities.
announcement of the vote
The sixth step in the processing of a motion. In a complete announcement, the chair states the following: the results of the vote, declaration of whether the motion passed or failed, the effect of the vote, and the next item of business.
annual meeting
A meeting held yearly usually for the purpose of electing officers and receiving the annual reports of current officers and committees. The annual meeting is usually specified in the bylaws. You may also find in the bylaws what business can be brought up at the annual meeting as well as whether the annual meeting is considered a regular meeting, thus having the flexibility of a regular meeting. Sometimes certain subjects, for example, Bylaw Amendments, can only be acted on at the annual meeting.
annual meeting rules
These are rules that are adopted for a single meeting and may include parliamentary rules.
Appeal from the Decision of the Chair (Appeal)
A motion to take a decision regarding parliamentary procedure out of the hands of the presiding officer and place the final decision in the hands of the assembly.
appoint
To name or assign a person to an office, a position, or a committee.
articles of incorporation
May also be referred to as the corporate charter. It’s the legal instrument required by the state to incorporate an organization.
assembly
A group of people meeting together to openly discuss issues and make decisions that then become the decision of the group. Also referred to as a deliberative assembly.
assessment
A fee that is imposed on the members. It must be specifically authorized in the bylaws.
asynchronous meetings
Electronic meetings that occur with the participants in different places at different times. Venues of asynchronous meetings include, but are not limited to, e-mail, e-mail list groups, and fax. Also referred to as non-synchronistic meetings.
attendance via a communication method
There are various methods by which a person can attend a meeting electronically, but only as specifically authorized in the bylaws. For example, if a member must miss a meeting because they physically cannot be in the meeting room, then some bylaws authorize that person to attend by video or audioconferencing methods. Unless the bylaws indicate otherwise, that person is considered in attendance at that meeting.
audit
An examination and verification of the financial records of the association. Depending upon the size of the organization, an audit may be required by federal or state law. The size of the organization also determines whether the audit can be done by an internal group, usually referred to as the audit committee, or an external, independent auditor.
aye
Word frequently used in a voice vote to vote in the affirmative. For example, “All those in favor of the motion, say aye.”
ballot vote
A method of voting in which ballots, usually pieces of paper, are passed out to each voting member, the member fills in the ballot, and the ballot is collected. Instructions from the chair might be: “Please mark your ballots clearly, fold them one time, and hand them directly to a teller.”
board of directors
A specified group of members who make decisions on behalf of the organization. The membership, authority, and limitations of this group are specified in the bylaws. Meetings of the board are usually only open to members of the board and their invitees.
board of directors meeting
Because it takes a lot to run an organization, and all the members do not have a tremendous amount of time to devote to the organization, the members give some of the responsibilities of running the organization to a group of people frequently referred to as the board of directors. Thus, the board meeting is a meeting of a specified group of members who make decisions on behalf of the organization. The membership, authority, and limitations of this group are specified in the bylaws. Because this group has been given total authority over specific aspects of the organization, meetings of the board are usually only open to members of the board and their invitees and the meetings are usually held in executive session.
budget
The itemized estimate of income and disbursements.
business
An item or matter brought up at a meeting in the form of a motion, for action by the assembly.
bylaws
A governing document that, when used without a constitution, comprises the highest body of rules of the organization except rules from a higher governing authority, such as a parent body or laws. In the ______, an organization is free to adopt any rules it may wish, subject to higher governing authority such as a parent body or laws, even rules deviating from the organization’s established parliamentary authority.
Call for the Orders of the Day
By the use of this motion, a single member can require the assembly to follow the order of business or agenda, or to take up a special order that is scheduled to come up, unless two-thirds of the assembly wish to do otherwise.
call of the house
This is used only in bodies that have the legal power to compel the attendance of their members, such as legislative bodies. This motion requires the unexcused absent members to be brought to the meeting, following the established procedures.
call of the meeting
The official notice of a meeting given to all members of the organization.
call the roll
A method of taking a vote or of determining attendance of members in which each member’s name is called out and members publicly announce their vote or their presence.
call up the motion to Reconsider
The motion to Reconsider can be divided into the making of the motion and the actual consideration of the motion, referring to as calling up. Words used: “Mr. President, I call up the motion to Reconsider the vote on the motion…” Also called Making the Motion to Reconsider.
called meeting
Another term for a special meeting.
calling a member to order
An order from the presiding officer to a member to stop an inappropriate action and be seated. If the presiding officer does not call to order a member behaving inappropriately, another member may ____ that calling a member to order.
caucus
A meeting to plan strategy toward a particular issue or motion.
censure
A motion to reprimand or admonish a member. The only consequence of this motion is the admonishment or reprimand.
chair
The person who is in charge of the meeting. Presiding officer and chair are interchangeable terms. They both are sometimes used to refer to the president of the organization when the president is conducting the meeting.
charter
A document issued by a parent organization authorizing the establishment of a subordinate unit.
close debate
Termination of Step 4 in the processing of the motion. It occurs when the chair ends debate because no one else wants to speak, or with the adoption of the Previous Question motion.
close nominations
This is a motion that puts an end to nominations. The motion is out of order if any member is seeking the floor to nominate a candidate: this motion should not be used. Instead, when there is no one seeking the floor to nominate a candidate, the chair should close nominations, without a motion.
Commit/Refer to a Committee
This motion sends the Main Motion to a smaller group (a committee) for further examination and refinement before the body votes on it. Be sure to be specific which committee, size of committee, and so on.
committee
A group of one or more persons who are appointed or elected to carry out a charge. The charge can be to investigate, to recommend, or to take action.
committee meeting
The larger group frequently assigns specific tasks to a committee. When they assign the task, they usually give the committee a specified level of authority to carry out the task. That authority may be to research the subject and make a recommendation to the larger group or it may be to make a decision for the larger group and carry out that decision. That group comes together to meet and, based on the authority given them, takes the action directed by the larger group.
committee of the whole
The entire assembly acts as a committee to discuss a motion or issue more informally. The presiding officer vacates the chair and another member is appointed to serve as chairman. This motion is usually reserved for large assemblies, particularly legislative bodies.
committee report
An official statement that is formally adopted by a majority vote of the committee and that is presented to the parent body (either the entire membership or the board of directors) in the name of the committee. It contains information obtained, information regarding action taken, or recommendations on behalf of the committee.
conflict of interest
A situation in which a member has a direct personal interest not common to the other members.
consent agenda/consent calendar
An agenda category that includes a list of routine, uncontroversial items that are approved with one motion, no discussion, and one vote.
Consideration by Paragraph/Seriatim
The effect of this motion is to debate and Amend a long motion paragraph by paragraph. The vote is taken on the whole motion after consideration of each paragraph separately.
consideration of a question
The discussion that occurs during Step 4 of the processing of a motion, while the motion is pending.