the myths of robert’s rules of order ecicog april 1, 2015

THE MYTHS OF ROBERT’S RULES OF ORDER

ECICOG April 1, 2015

Iowa Code 372.13 (5)

“The Council shall determine its own rules and maintain records of its procedures.”

Why Council Rules of Procedure

To effectively achieve purposes of council meetings:

Conduct city business – make decisions Inform the public – discuss, debate Maintain records - minutes

Council Rules of Procedure

Regulate and maintain order and decorum at meetings.

Allow for participation in a democratic manner but –

Provide structure so meetings don’t get “out of hand”.

Robert’s Rules?

Who uses? Which edition? Copy available?

Robert’s Rules – Issues:

Not designed or intended for law-making bodies such as City Councils

Robert’s Rules are not “law” and not required by law to be followed. Iowa Sup Ct – failure by council to

conform to a procedural rule or parl. procedure will not invalidate a vote that otherwise conforms to Iowa statutes.

Robert’s Rules – Issues:

State Code requirements: Quorums Votes/readings required: Ordinances,

Resolutions, Motions, Special Assessments, Remonstrances, etc.

Suspension of readings Public Hearing requirements Mayoral authority/vetoes

Robert’s Rules – other considerations

Open Meetings Law requirements “Old Business” “New Business”

Motions to reconsider Citizen presentations Consent/non-controversial calendars

Recommendation

Cities should adopt own rules of procedure – not just adopt Robert’s Rules without careful review:

Recommendation

Reserve Robert’s Rules for arcane parliamentary issues, e.g.:Motion/seconds/withdrawals of motionsAmendmentsPoints of order

Council Rules of Procedure –

Regular meeting time and location Regular meeting agendas: Who prepares? How can items get on agenda? Deadlines?

Council Rules of Procedure – Regular Meetings

Ordinances/Resolutions/Motions – who determines?

Adding/deleting items Order of business/ altering order Dept reports Citizen presentations Public hearings – when?

Presiding Officer

Duties and responsibilities Control of discussion Mayor pro-tem Mayor pro-tem/pro-tem

Civility/Decorum

Personal attacks Foul language Applause/hooting

COUNCIL & AUDIENCE

Council Committees

Who appoints? Duties and responsibilities Reports Open Meetings

Task Forces

Who appoints? Duties and responsibilities Authority Reports Duration Open Meetings

Council Rules of Procedure –

Consent calendar Removing items Rules regarding discussion Who determines what is on consent

calendar

Special meetings – who calls Closed/executive sessions

Role of City Attorney

Council Rules of Procedure –

Work sessions – time/location Who calls? Who determines agenda? Who can participate?

Voting Procedures

Council discussion – before or after motion/second?

Closing discussion Calling for vote Order of voting – roll call Voting ends debate Motions to reconsider, etc.

Voting Procedures

Requirements to vote – except: Abstentions – conflicts of interest

Declaration of conflict Recusal from discussion

Voting Procedures

Rules of order – parliamentary procedure – Robert’s Rules? Motions to table Amendments Suspension of rules Points of order

Citizen presentations/discussion

At public hearings Time limitations? Frequency? At regular meetings

Agenda items Non-agenda items

At special meetings At work sessions

Other potential issues

Code of Ethics Enforcement of rules

With council, with public Parliamentarian

Suspension of rules; amendment Amendment of rules Seating arrangement – who

determines?

More effective meetings

Start meetings on time and end at a reasonable hour

Stick to the agenda All members participate – nobody

dominates discussion Set up procures to handle routine

items No side conversations during meeting

More effective meetings

Do not try to engineer “how-to” details at the meeting

Use staff effectively Everybody does their homework Establish and follow rules of

procedure