RONR's Seven Rules for Small Boards and Committees

 

Buried on pages 464 and 465 are the Rules for Small Boards and Committees:

RONR possesses essential information relevant to all areas of an organization. Most members are much more likely to serve on a committee than to serve on a large board or deliberative assembly. In a well-functioning organization people are more likely to serve on a committee and then, in order, to become a member of a small board, a large board, and then an assembly. 

Small boards and committees should be the seeds of an organization’s success. There are only seven rules for them. They are easy to learn. Currently, they are buried on pages 464 and 465. 

These seven rules are the key to the development of any organization.

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 49:21    Procedure in Small Boards. In a board meeting where there are not more than about a dozen members present, some of the formality that is necessary in a large assembly would hinder business. The rules governing such meetings are different from the rules that hold in other assemblies, in the following respects:

1) Members may raise a hand instead of standing when seeking to obtain the floor, and may remain seated while making motions or speaking.

2) Motions need not be seconded.

3) There is no limit to the number of times a member can speak to a debatable question. 

[Footnote: Appeals, however, are debatable under the regular rules—that is, each member (except the chair) can speak only once in debate on them, while the chair may speak twice.]

4) Informal discussion of a subject is permitted while no motion is pending.

5) When a proposal is perfectly clear to all present, a vote can be taken without a motion's having been introduced. Unless agreed to by unanimous consent, however, all proposed actions must be approved by vote under the same rules as in larger meetings, except that a vote can be taken initially by a show of hands, which is often a better method in small meetings.

6) The chairman need not rise while putting questions to a vote.

7) If the chairman is a member, he may, without leaving the chair, speak in informal discussions and in debate, and vote on all questions.

          [Footnote at the end of Item 7: Informal discussion may be initiated by the chairman himself, which, in effect, enables the chairman to submit his own proposals without formally making a motion . . . (although he has the right to make a motion if he wishes).] 

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In bold, I highlight those rules. My commentary follows:

RONR’s Seven Rules for Small Boards and Committees

1. Instead of standing, members may raise a hand when seeking the floor and may remain seated while making motions or speaking.

In contrast, with a large board or assembly (13 or more members), members must stand to be recognized.

2. Motions can be made without requiring them to be seconded.

The requirement for a second (which existed before 1915) hindered participation in small boards and committees of all sizes. Now all ideas (motions and responses to them) are welcome, without requiring a second person.

3. There is no limit to the number of times a member can speak to a debatable question in a small board or committee. *

A. To prevent abuse of this rule, removing limits on the number of times and length of time that members can speak, members must agree on these qualifying procedures:

(1). No repetitive or off-topic speech:

“While there is no limit to the length and number of speeches, members cannot be dilatory (repetitive) (see the footnote on page 477). Their comments must be germane (relevant to the motion), (see pages 39, 371, and 610).

(2). Any members can raise a point of order if a speaker is repetitive or off-topic:

If any member of the body feels the ongoing speech violates these rules, they can raise a point of order. Challenging inappropriate behavior is not limited to the chair.

(3). The Chair can make a ruling, or the decision can be made by vote by members of the body.

Members should use discretion, avoiding their own inappropriate behavior. While the chair can make a ruling, the ultimate decision can come from a majority vote of the body.

Again, the members of the body should discuss and agree in advance on the modified rules, including limits on time or number of times members can speak, the process for raising points of order, and if the ruling will be made by the chair, by majority vote of the body, or by consensus of the members.

B. Appeals, however, are debatable under the regular rules; that is, each member (except the chair) can speak only once in debate on them, while the chair may speak twice. Appeals are usually an attempt to overrule the decision of the chair on a procedural matter. It is in these cases where each member can speak once, but the chair can speak twice.

Typically, the chair speaks first or second and last. The first time they speak, usually it is to explain their ruling. The second time--likely after everyone else--it is done to rebut opposing positions.

*However, motions to close or limit debate, including motions to limit the numbers of times a member can speak to a question, are in order even in meetings of a small board (but not in meetings of a committee), although occasions where they are necessary or appropriate may be rarer than in larger assemblies

In the case of a large board (generally 13 or more members), it is important to note that they can refer discussion to a committee. Recommendations can develop in a committee and then be brought to the board. Small boards may supplant a committee, do the preliminary work and follow the same debate rules.

In recent years, a plethora of synonyms have cropped up to describe committees: “teams,” “breakout groups,” “working groups,” “task forces,” and others, without providing a definition or identifying to whom they report. These labels can produce confusion and play a role in disabling an organization. The names of Executive Committees, Committees and Subcommittees, to whom they report and/or what they do, should be sufficient.

4. Informal discussion of a subject is permitted while no motion is pending.

Informal communication can take place in the following ways:

·         Casual conversations: Informal discussion takes place during breaks, before and after meetings. These conversations encourage communication on a personal level.

·         Committee activities: Events offer employees opportunities to communicate in a relaxed and fun environment. These activities can involve sports events, brunches, and outings. All encourage open communication and strengthen bonds.

·         Collaborative workspaces: Open office layouts and collaborative workspaces allowing spontaneous interactions and collaboration of ideas without formal meetings.

·         Social events: Work-sponsored get-togethers provide employees with opportunities to connect and strengthen relationships beyond work-related interactions.

·         Informal meetings: These can occur spontaneously without an agenda or formal structure. These meetings offer a relaxed setting for brainstorming, problem-solving, and sharing updates among colleagues.

·         Mentorship and peer support: Informal mentorship allows employees opportunities to seek guidance, advice, and feedback from more experienced colleagues.

RONR has not listed all these approaches as they have developed over time.

5. When a proposal is perfectly clear to all present, a vote can be taken without introducing a motion. Unless agreed to by unanimous consent, however, all proposed actions must be approved by vote under the same rules as in larger meetings, except that a vote can be taken initially by a show of hands which is often a better method in small meetings.
These rules could be called Robert’s Rules for Common Sense, for making meetings more tolerable by following uniform standards.

6. The chair need not rise while putting questions to a vote.

This speeds up meetings for small groups, and prevents the appearance of chairs lording over participants in small board or committee meetings.

7. If the chair is a member, he or she may speak in informal discussions and in debate, and vote on all questions, without leaving the chair.


Some books maintain that the chair is the most knowledgeable member of the committee. For this reason, they are permitted to speak, but in order, as much as anyone else in a small board or committee meeting.

By empowering people with this information, people will see and experience not just abstract or written theory, but the actual practice and benefits of diplomacy.

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