Jim Slaughter, Certified
Professional & Professional Registered Parliamentarian 336-378-1899(W) 336-378-1850(fax) web site – www.jimslaughter.com
Order
of Business
Based on Robert's Rules of Order Newly Revised (10th Edition)
Part of any meeting should be a systematic plan for
the orderly conduct of business. The sequence in which business is taken up
during a meeting is known as the “Order of Business.” The Order of Business is
a blueprint for the meeting and typically has the following components:
o OPENING THE MEETING
The
presiding officer should never call the meeting to order until a quorum is
present. A quorum is the number of members entitled to vote who must be present
in order for business to be legally transacted. Quorum is typically defined in
the governing documents.
Once
a quorum is present, the presiding officer calls the meeting to order by stating,
“The meeting will come to order.”
o APPROVAL OF MINUTES
In
meetings when minutes are to be approved, the minutes are typically distributed
to all members so that they do not have to be read aloud. Corrections and
approval are normally done by unanimous consent. That is, the presiding officer
can ask, “Is there any objection to approving the minutes as read [or
distributed].” If there is no objection, the minutes are approved.
o REPORTS OF OFFICERS, BOARDS, AND STANDING COMMITTEES
The
first substantive item of business in meetings is typically hearing from the
officers and established boards and committees. The logic in this order of
arrangement is to give priority to the items of business from the leadership.
Typically, the presiding officer learns in advance who needs to report and only
calls on those officers, boards, and committees that have reports.
Reports
are generally for information only. In such instances, no motion is necessary
following the reports unless there are recommendations to be implemented. A
motion “to adopt” or “to accept” a report is seldom wise except when the report
is to be issued or published in the name of the organization. On the other
hand, it is common that the reporting member end by making a motion if there is
a specific recommendation for action.
For
example, the Facilities Committee may have studied the buildings and grounds.
In her report, the committee chairman might thank the members of the committee
for their hard work and explain in detail the committee’s position and
reasoning. At the end of her report, the committee chair would close by saying
something to the effect of, “On behalf of the committee, I move that Building X
be renovated at a cost not to exceed $50,000.00.” Jim Slaughter, Certified
Professional & Professional Registered Parliamentarian 336-378-1899(W) 336-378-1850(fax) web site – www.jimslaughter.com
o REPORTS OF SPECIAL COMMITTEES
Unlike
standing committees established in the governing documents, special committees
do not have continual existence. Instead, special committees exist solely for
the purpose of a specific project. For example, a special committee might be
created to plan a specific function or event. Special committees typically go
out of existence upon their final report.
o UNFINISHED BUSINESS
Unfinished
business refers to matters carried over from a previous meeting. This category
of business is sometime incorrectly referred to as “old business.” “Old
business” is a misnomer in that unfinished business is not simply items that
have been discussed previously. Instead, unfinished business items typically
fall into one of several specific categories. For organizations that meet at
least four times a year, unfinished business may include: (1) any matter that
was pending when the previous meeting adjourned; (2) any matters on the
previous meeting’s agenda that were not reached; or (3) matters that were
postponed to the present meeting.
The
presiding officer should know if there are any items to be considered under
unfinished business. As a result, the presiding officer should not ask, “Is
there any unfinished business?” Instead, the presiding officer should simply
state the question on the first item of business. If there is no unfinished
business, the presiding officer should skip this category of business.
o NEW BUSINESS
Much
of the work in a meeting is accomplished during the heading of new business. In
this category of business, members can introduce any new item of for
consideration (unless there are notice requirements that must be considered).
In some instances, the presiding officer may be unaware of what items of
business will arise under new business.
The
presiding officer introduces the heading of new business by asking, “Is there
any new business?” Any member can then introduce new items of business by
making a motion and obtaining a second. Following the consideration of each
item, the chair repeatedly asks, “Is there any further new business?” This
process continues until there are no additional business items.
o CLOSING THE MEETING
In
most assemblies the presiding officer can adjourn the meeting without waiting
for a motion to adjourn. If all items of business have been considered, the
presiding officer can ask, “Is there any further business?” If there is no
response, the presiding officer simply states, “Since there is no further
business, the meeting is adjourned.”
If
custom or tradition requires that a motion to adjourn be made, the presiding
officer can ask, “Is there a motion to adjourn?” Once the motion is made and
seconded, the presiding officer can ask, “Is there any objection to adjourning
the meeting? Hearing no objection, the meeting is adjourned.”