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Rosenber 's Rules o Order: g S im le P arliamenta p rY Procedures for the 21st he rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that hasn't always been the case. Virtu- ally all clubs, associations, boards, coun- cils and bodies follow a set of rules, Roberts Rules of Order, which are em- bodied in a small but complex book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and purpose. If you are running the British Parliament, Roberts Rules of Order is a dandy and quite use- ful handbook. On the other hand, if you're running a meeting of a five- member body with a few members of the public in attendance, a simplified version of the rules of parliamentaty procedure is in order. Hence, the birth of "Rosenberg's Rules of Order." This publication covers the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government. These rules have been simplified and slimmed down for 21st century meetings, yet they retain the basic tenets of order to which we are accustomed. "Rosenberg's Rules of Order" are sup- ported by the following four principles 1. Rules should establish order. The first purpose of the rules of parlia- mentary procedure is to establish a framework for the orderly conduct of ineetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate and those who do not fully understand and do not fully participate. 3. Rules should be user-friendly. That is, the rules must be simple enough that citizens feel they have been able to participate in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of the rules of procedure is to encourage discussion and to facili- tate decision-making by the body. In a democracy, the majoriry rules. The rules must enable the majoriry to express itself and fashion a result, while permitting the minority to also express itself (but not dominate) and fully participate in the process. The Chairperson Should Take a Back Seat During Discussions While all members of the governing body should know and understand the rules of parliamentary procedure, it is the chairperson (chair) who is charged with applying the rules of conduct. The chair should be well versed in those Centu rY by Dave Rosenberg rules, because the chair, for all intents and purposes, makes the final ruling on the rules. In fact, all decisions by the chair are final unless overruled by the governing body itself. Because the chair conducts the meeting, it is common courtesy for the chair to take a less active role than other mem- bers of the body in debates and discus- sions. This does not mean that the chair should not participate in the debate or discussion. On the contrary, as a mem- ber of the body, the chair has full rights to participate in debates, discussions and decision-making. The chair should, however, strive to be the last to speak at the discussion and debate stage, and should not make or second a motion unless he or she is convinced that no other member of the body will do so. The Basic Format for an Agenda Item Discussion Formal meerings narmally have a written, published agenda; informal meetings may have only an oral or understood agenda. In either case, rhe meering is governed by the agenda and the agenda constitutes the body's agreed-upon road map for the meeting. And each agenda item can be handled by the chair in rhe following basic Format. First, the chair should clearly announce the agenda item number and should clearly state what the subject is. The chair should then announce the farmat that will be followed. There are exceptions to the general rule of free Second, foiloW�ng that agenda format, and open debate on motions. The exceptions all the �ha`r Sh°'`ld'n`''te the appr°pr'ate people to report on the item, including apply when there is a desire to move on. any recommendation they might have. The appropriate person may be the chair, a member of the governing body, www.cacities.org 1