Robert's Rules of Order
Purpose
Robert's Rules are a careful balance to allow action, and in some cases halt action. They are used to:
- Run meetings efficiently
- Enable the majority of a body to determine the actions of the body
- Protect the rights of the minority in discussion
- Allow individual members to propose amendments and debate items
- Protect the rights of absent members
Meeting Decorum
Most decorum principles remain similar across all public bodies and organizational boards. The chair is responsible for maintaining order, but all members of the body are responsible for maintaining decorum and raising a point of order if they feel decorum is not being maintained.
Debate must be confined to the merits of the pending question. Speakers must address their remarks to the chair, maintain a courteous tone, and...avoid interjecting a personal note into debate. To this end, they must never attack or make any allusion to the motives of members.
Robert's Rules (12th edition) 4:30
Discussion and action should be focused on the actual proposal and directed towards the chair, not related to personalities nor motivations. It may always be tempting to make personal comments or question the motivation behind the position expressed by another member, but it's important to remember the vote is related to the proposed ordinance, resolution, or other item. Any personal motivation is, at best, a guess and is not relevant to what is actually being voted on by the body.
The measure, not the member, is the subject of debate.
Robert's Rules (12th edition) 43:21
Role of the Chairperson
The primary role of the chairperson is to maintain order in each meeting of the body. The mayor serves as the chairperson of Common Council meetings. The chairperson of each board, commission, or committee is selected by the members of the body. The chairperson also:
- Recognizes members to speak
- Rules on votes of the body (subject to a request for a roll call vote)
- Rules on procedure (subject to appeal from the body)
As chair of the Common Council, the mayor does not usually vote. However, in the case of a 10-10 tie vote, the mayor is permitted to vote by statute to pass an item by a vote of eleven.
Consent
Common Council agendas may have 100-150 items on the agenda, so the Council uses a "Consent Agenda" to approve a series of items in one vote. Certain items are excluded from the consent agenda by Alder or staff request or if there are registered public comments.
Standing Rules
The City of Madison follows Robert's Rules of Order, except where Chapter 2, MGO, modifies those rules, as directed by 2.32, MGO.
In the absence of a standing rule the Council shall be governed by Roberts Rules of Order.
2.32, MGO
Robert's Rules of Order to Govern Council
City of Madison Modifications to Robert's Rules
Section 2.04: Order of Business
Agendas follow a specific order, as described in 2.04, MGO
Order is followed, except by unanimous consent without debate or by two-thirds vote.
Section 2.05: Introduction of Business
Most items must be sponsored by the Mayor or an Alder, with limited exceptions, including Board of Public Works, City Attorney, and Planning Division.
City staff and Alders may draft resolutions. Each agency has designated staff who can enter resolutions to be introduced to Common Council.
City staff, including Alders, may contribute to drafting ordinances, however the City Attorney must officially draft all ordinances. The City Attorney must also "approve the form" of all ordinances to ensure language is in the proper section and the proper language is used.
Items for introduction must be submitted by noon on the Wednesday before the Council meeting, at which time the agenda is drafted and approved. Items can also be introduced from the floor, at which point those items are referred to a future Common Council meeting for action or additional referrals, or referred to sub-unit(s) and a subsequent Common Council meeting for action.
Section 2.055: Referral and Consideration of Matters
Items cannot be voted on at the same meeting it is introduced without an exception. Usually, items are introduced and referred to any boards, committees or commissions at an initial meeting, discussed at those BCCs before returning to Common Council at a subsequent meeting.
When an item is presented for introduction, BCC referral and council return dates are included. During the introduction process, an alder may add additional referral(s), if they can provide a reason for the referral. This is to focus the referral on what the proposed new BCC has jurisdiction over.
This process can be changed by suspension of the rules; an item can be approved at the same meeting it is introduced with a two-thirds vote. It is important to remember that, in order to have a vote at the same meeting it is introduced, that must be noted in the item notes, and the item must be listed on the agenda so that the public knows that it will not go through the referral process.
Section 2.29: Persons' Right to Address Common Council
Public comments are accepted only during specific periods. They are not accepted:
- when an item is only scheduled for referral
- after comments have been received and an item is referred for action only
Each public comment is limited to three-minutes, unless extended by two-thirds vote or unanimous consent of the voting body. Time is extended in 30-second or one-minute increments, to allow others an opportunity to speak.
Chapter 2, Generally
Chapter 2, MGO
Section 33.01: Boards, Commissions, and Committees Procedures
Section 33.01, MGO
Motions
The most basic rule of Robert's Rules is "Proceed by motion". There are no magic words to do so, any member can say
- "I move adoption of ____"
- "Motion to ____"
Motion Precedence
A motion is not in order when a motion with higher precedence is under consideration. The motion with precedence must be disposed of before the other motion can be introduced and considered.
Main Motion
- The underlying matter before the body
Subsidiary Motion
- To do something with or to the main motion
| Subsidiary Motions | Second Required? | Debatable? | Amendable? | Vote Required |
|---|---|---|---|---|
| Lay on the Table | Yes | No | No | Majority |
| Previous Question | Yes | No | No | Two-Thirds |
| Limit or Extend Limits of Debate | Yes | No | Yes | Two-Thirds |
| Postpone to a Certain Time | Yes | Yes | Yes | Majority |
| Commit or Refer | Yes | Yes | Yes | Majority |
| Amend | Yes | Yes | Yes | Majority |
| Place on File | Yes | Yes | Yes | Majority |
| Main Motion | Yes | Yes | Yes | Majority |
Incidental Motion
- Procedural matters related to the main motion that take precedence
- Subject to individual rules, an incidental motion generally takes precedence over all other matters
| Incidental Motions | Second Required? | Debatable? | Amendable? | Vote Required |
|---|---|---|---|---|
| Appeal | Yes | Yes* | No | Majority |
| Close Nominations | Yes | No | Yes | Two-Thirds |
| Consider by Paragraph (Seriatim) | Yes | No | Yes | Majority |
| Request Roll Call Vote | No | No | No | No |
| Division of Question | Yes | No | Yes | Majority |
| Objection to Consideration of Question | No | No | No | Two-Thirds |
| Point of Order | No | No | No | Chair |
| Reopen Nominations | Yes | No | Yes | Majority |
| Suspend the Rules | Yes | No | No | Two-Thirds |
| Request & Parliamentary Inquiries | No | No | No | Chair |
Privileged Motion
- Unrelated to topic at hand
- Take precedence over all other action
| Privileged Motions | Second Required? | Debatable? | Amendable? | Vote Required |
|---|---|---|---|---|
| Fix Adjournment Time | Yes | No | Yes | Majority |
| Adjourn | Yes | No | No | Majority |
| Recess | Yes | No | Yes | Majority |
| Raise Question of Privilege | No | No | No | Chair |
| Call for Orders of Day | No | No | No | Chair |
Resources
Robert's Rules of Order, 12th Edition
Robert's Rules in Short ("May's Manual")
Madison General Ordinances, Chapters 2 & 33