Best Robert's Rules Cheat Sheets for Meeting Chairs

What are the essential steps for a chair to open and formally adjourn a meeting?

Opening and adjourning a meeting requires a clear declaration of authority to establish the legal existence of the assembly and its subsequent dissolution.

1. Call the meeting to order by rapping the gavel once and stating, "The meeting will come to order."
2. Confirm a quorum is present by checking the attendance against the number required by your bylaws.
3. State the agenda clearly so members understand the order of business.
4. Entertain a motion to adjourn when the agenda is complete.
5. Declare the meeting adjourned after the motion passes by majority vote or unanimous consent.

How should a presiding officer handle the introduction and processing of a main motion?

The chair must restate the motion clearly after it has been seconded, open the floor for debate, and then put the question to a vote once discussion ceases. Many people assume that the chair must remain neutral and never express an opinion, but the chair is actually permitted to participate in debate provided they step down from the dais and yield the chair to the vice-chair for the duration of that specific agenda item.

What specific phrases should a chair use to maintain order and facilitate debate?

Use phrases like "The chair recognizes the member" to manage the floor and "Is there any further discussion" to invite input. With 14 distinct classes of motions, keeping a printed list of these standard phrases on your desk helps maintain consistent, professional control over the meeting.

How does a chair determine the priority and precedence of different types of motions?

Motions follow a strict hierarchy where higher-ranking items must be addressed before lower-ranking ones to prevent procedural chaos.

• One is the rank of the motion to fix the time to which to adjourn, which takes precedence over all other business.
• Two represents the motion to adjourn, which is privileged and must be handled immediately when raised.
• Three is the position of the motion to recess, which allows the assembly to take a short break during long sessions.
• Four is the level of questions of privilege, which address urgent matters regarding the comfort or rights of the members.

What is the correct procedure for a chair to manage voting and announce the results?

To conduct a vote, the chair first asks for the affirmative "ayes," then the negative "noes," and finally asks for any abstentions. If the result is unclear, the chair should immediately order a rising vote to make sure an accurate count. For instance, if a voice vote sounds too close to call, simply state, "The chair is in doubt; those in favor of the motion please rise."

One nuance to remember is that a chair does not have to vote unless the vote is by ballot or if their single vote would change the outcome, such as breaking a tie. If a tie vote occurs on a motion, the motion is lost because it failed to achieve a majority.

How should a chair address points of order or parliamentary inquiries during a session?

The chair must rule on points of order immediately and provide clear, impartial explanations for each parliamentary inquiry.

• One is the number of times a chair should allow a member to interrupt for a point of order before requesting they wait for a natural break.
• Two minutes is a reasonable limit for the chair to research a complex inquiry before asking the assembly for a brief recess to consult the rules.
• Three seconds is the typical time needed for the chair to acknowledge a point of order by saying, "The chair will hear the point."
• Four steps define the process: the member raises the point, the chair rules, the chair explains the reasoning, and the meeting resumes.

What techniques can a chair employ to keep discussions focused and within time limits?

Set a specific time limit for each speaker, such as 3 minutes per turn, and strictly enforce it using a visible timer. This prevents any single member from dominating the floor and makes sure the assembly stays on track to finish within the scheduled meeting duration.

How does the role of the chair differ when moving from formal debate to informal discussion?

When moving from formal debate to informal discussion, the chair relaxes the rigid application of standard rules to encourage a freer exchange of ideas. For example, during a committee of the whole, members may speak more than twice on the same issue, and the chair does not need to wait for a formal second to consider a suggestion. This approach is useful for brainstorming or initial project scoping.

However, the chair must remain vigilant because an informal session does not remove the requirement for a final, formal vote on any action. If a member objects to the informality, the chair must immediately revert to strict procedural standards to protect the rights of the minority and maintain order.