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Red Devils Athletics

Rustburg High School

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Red Devils Athletics

Rustburg High School

Red Devils Athletics

Rustburg High School

Robert's Rules of Order.

 

Robert’s Rules of Order – RHS Athletic Boosters Guidelines

RULES-OF-ORDER SUMMARY

Introduction:

                Robert’s Rules of Order can be very confusing and actual hinder our organization if we do not utilize them properly.  The purpose of parliamentary procedure is to make it easier for people to work together effectively and to help groups accomplish their purposes. Rules of procedure should assist a meeting, not inhibit it. Before reading these guidelines, please note that I propose the RABC go by the following revisions when operating our meetings:

1.       When making a motion or bringing up a topic to discuss, an individual need not stand up and address the President as ‘Mr. President.’  Instead I suggest that any member may raise their hand and wait to be recognized by the President before speaking.  They can refer to the President as Mr. or Mrs. Last Name.  However, if there is someone with their hand raised, all other members need to wait to raise their hand until all discussion is over for that motion or topic. 

2.       There can be discussion without a motion.  It may serve the RABC to discuss an issue before a member needs to make a motion to take action on that issue. 

3.       When discussing an issue it is vital that only one member speaks at a time and that the President recognizes that individual before any speaking occurs.  It will also be beneficial for us to allow all members to speak on the issue before the individual that presented the topic speaks for the second time on the issue. 

4.       Please note that anytime there is a breach in the rules of order or bylaws of the RABC, any member is encouraged to challenge an error in procedure and require a ruling by the President. The member may speak without recognition from the President and claim, "Point of order."  When raising a point of order, the board member needs to stand up and point on the procedural error in the by-laws or rules of order.

5.       At any time a member is attacking an individual or being discourteous a board member or ex-officio officer is obligated to raise a “Point of order” and call for the orders of the day (refocus on agenda and the topic at hand).  If this continues the meeting will be adjourned. 

I. PARLIAMENTARY PROCEDURE-ITS PURPOSE AND USE

Parliamentary procedure—obeying the “rules of order”--- provides a uniform process for conducting meetings in a fair, orderly, and expeditious manner. 

The following is a very brief summary of Robert's Rules of Order Newly Revised.

II. GENERAL PRINCIPLES OF PARLIAMENTARY PROCEDURE

Every member of an organization should be familiar with the following simple rules and customs:

A. All members have equal rights, privileges, and obligations; rules must be administered impartially.

B. All members, majority or minority, have the right to full and free discussion of all motions, reports, and other items of business.

C. In doing business the simplest and most direct procedure should be used.

D. Logical precedence governs introduction and disposition of motions.

E. Only one question can be considered at a time.

F. Members must be recognized by the President before they may make a motion or speak in debate.

G. Members must not attack or question the motives of other members. Customarily, all remarks are addressed to the presiding officer.

H. In voting, members have the right to know at all times what motion is before the assembly and what affirmative and negative votes mean.  The motion must be clearly stated by the President before each vote.

III. The Order of Business

The President of a meeting should prepare in advance a list of the order of business or agenda for the

meeting. The order of business for RABC will be as follows:

1. Call to Order

2. Minutes

3. Treasurer's Report

4. Correspondence

5. Unfinished Business

6. Committee Reports

7.  Ex-Officio’s Report

8. Break out into Committees

9. New Business

10. Adjournment

 

 

 

1.  Call to Order

The President calls the meeting to order with such a statement as: "The meeting will now come to order." If the president is not present, the meeting may be called to order by the vice president.

2.  Minutes

If the minutes have been duplicated and circulated to members before the meeting (a desirable procedure), they need not be read at the meeting. The President asks if there are any errors in or omissions from the minutes. The President, if no one answers his/her call for errors or omissions, to say, "There being no errors or omissions, I declare the minutes of the (date) meeting approved as printed." Should there be a mistake in the minutes, it is proper for any member to rise and point out the error. The secretary should then make an appropriate correction or addition. The minutes will then read: "...approved as amended."

3.  Treasurer

The President will call upon the treasurer to present a report on the finances of the association. For a regular meeting this need be only a simple statement of the receipts and disbursements since the last financial report, the balance of money held in the account of the association, and some information about bills that need to be paid. At the annual meeting the treasurer should submit a detailed record of the financial business of the year and this report should be audited (that is, checked thoroughly by at least two people other than the treasurer, to ensure that they present fairly the final financial position of the association and the results of its operations for the year). Although it is not necessary to have a motion to "adopt" the treasurer's report at a monthly meeting, it is advisable to adopt the audited annual report. The treasurer should move: "That this report be adopted."

4.  Correspondence

Before the meeting, the secretary, in consultation with the President, should separate the letters received into two groups--those requiring action and the others. Those letters that will probably require no action are summarized by the secretary. Usually it is sufficient to have one motion--"That the correspondence be received and filed." Those letters that require action by the meeting will be read or summarized one at a time. The President may state, after each has been read, that action on this letter will be delayed until "New Business," or he/she may prefer to have discussion of each letter immediately after it has been read. Each letter in this group will require a separate motion to dispose of it.

5.  Unfinished Business

Any business that has been postponed from a previous meeting, or that was pending when the last meeting adjourned, is called "unfinished" business or "business arising from the minutes." It is usually advisable for the President to remind the members of the history of this business before discussion begins (or he/she may call upon someone with special information to do this).

6.  Committee Reports

Before the meeting, the President should check with committee chairs to determine which committees have reports ready for the meeting and the importance of the material to be presented. All reports must be listed on the agenda. In establishing the order in which committees should be heard, the President should give priority to those with the most important reports. If none of the reports is of particular importance, any committee report that are pending from the previous meeting should be heard first. Usually, standing committees are given precedence over task forces (a standing committee is one that functions over an extended period of time; a ad hoc committee is set up to deal with a special problem and is discharged when its task is completed). Committee reports should be in written form, so that a copy can be placed in the association's files.

7.  Ex-Officio’s Report

The Athletic Director, Principal, or Assistant Athletic Director that is attending the meeting will report updates on the state of the athletic programs, upcoming events, and facilities as well any other issues that may be pertinent to the agenda of the day or the RABC.  This will be a brief presentation with no discussion needed. 

8.  Committee Break-out Sessions

At this time during the meeting, the four standing committees will break out into group meetings to discuss, plan and collaborate on their given missions.  Their total allotted time is 20 minutes.  They will report on their proposals during the following meeting (Committee Reports).  These committees are allowed to hold informal planning sessions anytime after the meeting is adjourned up until the next membership meeting. 

9.  New Business

When all unfinished business has been disposed of, the President will say: "New business is now in order." Items not included on the agenda must be added in the minutes.

10.  Adjournment

In organizations with a regular schedule of meetings a motion to adjourn is a "privileged" motion that is neither amendable nor debatable (must be motioned by the President or residing President). A seconder is required and the motion should be put. If it is passed, the President should announce formally that the meeting is adjourned.

 

 


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