Order, point of privilege, orders of the day, closure – Robert’s Rules info and Zoom drop-ins on Apr 2, 5, 10, 15 and 16

By Wendy Lee, Local 575, InSolidarity

OPSEU/SEFPO uses Robert’s Rules of Order at Convention as it is a widely used system for conducting meetings and making decisions in a structured, democratic manner.

But for the uninitiated, Robert’s Rules can be confusing and intimidating. Which is why the Provincial Young Workers Committee (PYC) is hosting two zoom drop-ins to help members get the hang of Robert’s.

They take place April 2 from 7 to 9 pm and April 5 from 11 am to 1 pm, and are open to all members, regardless of their age.

“Robert’s Rules is difficult to follow sometimes for even the most experienced members!,” says Dana Bruno, Chair of the Provincial Young Workers Committee. “Young workers who might be experiencing Convention for their first time or two may be unsure of the process of Roberts Rules and how to use them, will benefit from the PYC Zoom Room.”

“Young workers who are more experienced with Roberts Rules can also benefit from this as a refresher on the ways our Convention is governed. We want everyone to be comfortable and prepared for Convention if it’s your first time at the mic or your hundredth!”

If you miss the PYC’s events, the union’s member education department is also hosting workshops on Robert’s Rules:

• French, Thursday, April 10 from 7 PM-8PM
• English, Tuesday, April 15  from noon – 1 PM
• English, Wednesday, April 16 from 7 PM-8PM

By understanding the basics of Robert’s Rules, it can help ensure that our voices as members are heard and that decisions are made fairly.  Here are the key highlights:

1. The Meeting Agenda

• • Order of Business: Meetings should follow a set agenda, ensuring all business is addressed in an organized manner. Common sections include approval of minutes, reports, old business, new business, and announcements.
  • Set Time Limit: Each agenda item should have a set time for discussion to prevent meetings from dragging on.

2. Making Motions

• • Making a Motion: If a member wants to propose something, they must make a formal motion (e.g., “I move that we approve the budget”). The motion must be seconded by another member to move forward.
  • Debating a Motion: Once a motion is made and seconded, members can discuss and/or debate the issue(s). Members should speak only once until everyone who wants to speak has had the chance to do so.  During convention, member will stand at pro (or for) or con (or oppose) microphones to speak on their point of view.
  • Amendments to Motions: A motion can be amended (changed) before it is voted on, but the amendment also needs to be seconded.

3. Voting

• • Types of Votes: Common methods of voting include voice vote (saying “aye” or “nay”), hand vote, or even a ballot vote if needed.  In the past, convention used paper ballots.  In recent years, OPSEU has gone electronic where votes are done digitally.
  • Majority Rule: Typically, a motion passes with a majority vote (more than half of the votes). Some issues, such as amending the constitution or bylaws, might require a larger majority.
  • Quorum: A minimum number of members must be present for the meeting to make decisions (quorum). The quorum is often specified in the organization’s bylaws.

4. Debate and Discussion

• • Rules for Debate: Members have the right to speak, but they must do so in an orderly manner. The chairperson controls the debate by recognizing speakers and ensuring members follow the rules.  Members should speak only once until everyone who wants to speak has had the chance to do so.  During convention, member will stand at pro (or for) or con (or oppose) microphones to speak on their point of view.
  • Limit Debate: The chair can impose time limits on speakers and/or set a time limit for debate on an issue to ensure meetings run efficiently.
  • Personal Attacks: Discussion should stay respectful. Personal attacks or inappropriate language are out of order.

5. Role of the Chair

• • Presiding Officer: The chairperson (During Convention, it’s almost always OPSEU/SEFPO President JP Hornick) generally runs the meeting, ensuring everyone follows the rules and that business is handled fairly and efficiently.
  • Neutrality: The chair should remain neutral, allowing all members to express their opinions and ensuring fair decision-making.

6. Special Motions

• • Point of Order: If a member believes a rule is being violated, they can raise a “Point of Order” to call attention to the issue.
  • Previous Question: This motion is used to end debate and proceed directly to voting. It requires a second and a majority vote to pass.
  • Table a Motion: If the group wants to temporarily delay a motion, they can move to “table” it, but it requires a vote.

7. Amending Bylaws

• • Amendments: Bylaws can be amended, but it often requires a notice period before the vote and may need a supermajority vote (e.g., two-thirds).

8. Minutes

• • Record Keeping: Minutes of meetings must be recorded, including key decisions, motions, and votes. These are typically approved at the next meeting.

By understanding and applying these principles, OPSEU/SEFPO members can engage more effectively in meetings, ensure fair decision-making, and help maintain an organized structure within their union.

Videos about Robert’s Rules

Here are a few OPSEU/SEFPO educational links about Robert’s Rules of Order:

1. Voting on a Motion
2. Debating a Motion
3. Seconding a Motion
4. Amending a Motion
5. How to make a Motion