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Order of Business
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Order of Business
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HANDLING AN ORDER OF BUSINESS
(Based on Robert's Rules of Order Newly Revised)
By Shane D. Dunbar, MEd, PRP, PAP
Professional Registered Parliamentarian, and
Professional Accredited Parliamentarian
dunbar@northwest.net.
STEP 1: CALL TO ORDER AND ROLL CALL.
CHAIR:-(Standing, and after determining that a quorum is present) "The meeting will come to order. The secretary will call the roll." (The chair resumes his/her seat.)
- An Invocation, the Pledge Of Allegiance to the Flag of the United States of America, and an opening ceremony, may be included after the chair's opening statement (Before roll is taken).
STEP 2: READING AND APPROVAL OF MINUTES.
CHAIR:-(Standing) "The secretary will read the minutes." (The chair resumes his/her seat).
SECRETARY:-(The secretary stands and reads the minutes of the last meeting.)
CHAIR:-(Standing after the minutes are read) "Are there any corrections to the minutes?" (Pause for response) (Silence) "If there are no corrections, the minutes are approved as read."
- If the minutes are sent to members before a meeting, they need not be read unless a member objects.
- This method of approving the minutes is called "general or unanimous consent."
- If there are corrections, they should be noted and changed immediately. If the correction seems controversial, a motion to make the required correction is in order. A second is required, debate is allowed, and a majority affirmative vote is required to adopt the change.
STEP 3: REPORTS OF OFFICERS, BOARDS, AND STANDING COMMITTEES
(THE CHAIR CALLS ONLY ON THOSE WHO HAVE REPORTS TO PRESENT).
CHAIR:-(Standing) "The next business in order is the Reports of Officers, Boards, and Standing Committees. Does the secretary have any correspondence?" Or, "May we have the Treasurer's report?" Or, "The chair recognizes (member name) of the (name committee) for a report."(The chair resumes his/her seat, while each member stands to make a presentation).
- The treasurer's report is not adopted. The auditor's report is normally adopted annually.
- Standing committees report in the order listed in the bylaws.
- A motion arising out of a report is taken up immediately.
STEP 4: REPORTS OF SPECIAL COMMITTEES
(ANNOUNCE ONLY IF THERE ARE REPORTING COMMITTEES).
CHAIR:-(Standing) "The next business in order is the Reports of Special Committees. Would the chairman of the (committee name) please give a report?" (The chair resumes his/her seat and committee members stand to make presentations).
- Special committees are called on in the order they were appointed.
- A motion arising out of a report is taken up immediately.
STEP 5: SPECIAL ORDERS
(ANNOUNCE ONLY IF THERE ARE SPECIAL ORDERS).
CHAIR:-(Standing) "The next business in order is Special Orders. At the last regular meeting the motion relating to...was made a special order for this meeting. The motion is as follows: 'That...(state motion).' Are you ready for the question?"
- The chair may also ask, "Is there any debate (or discussion)?" rather than "Are you ready for the
question?" as another method of determining if there is debate.
STEP 6: UNFINISHED BUSINESS AND GENERAL ORDERS
(ANNOUNCE ONLY IF THERE IS UNFINISHED BUSINESS OR GENERAL ORDERS).
CHAIR:-(Standing for Unfinished Business):-"Under Unfinished Business and General Orders, the first item of business is the motion relating to...which was pending when the last meeting was adjourned. The motion is as follows:'That...(state motion).' Are you ready for the question?"
CHAIR:-(Standing for General Orders):-"The next item of business is the motion relating to...which was postponed to this meeting. The motion is as follows:'That...(state motion).' Are you ready for the question?"
- The chair should handle main motions as described on page 3.
STEP 7: NEW BUSINESS.
CHAIR:-(Standing) "The next business in order is New Business. Is there any new business?" (Pause for response.)
STEP 8: ANNOUNCEMENTS.
CHAIR:-(Standing) "The chair has the following announcement(s):" "Do any other members have announcements?"
STEP 9: PROGRAM
(ANNOUNCE ONLY IF THERE IS A PROGRAM).
CHAIR:-(Standing) "The program committee will now introduce the program?" Or "...will introduce our speaker."
STEP 10: ADJOURNMENT.
CHAIR:-(Standing) "Is there any further business?" (Pause for response) (Silence) "Since there is no further business,the meeting is adjourned." (The gavel may be tapped once.)
- If a member makes a motion to Adjourn the meeting, it must be seconded and receive a majority affirmative vote to be adopted.
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