Last Christmas, I gave you my copy of RONR, and the very next day, you gave it away!

It's December 1st, and that means the season is upon us. Of course, I'm talking about the season of Whamageddon, the game of trying to avoid hearing the original version of WHAM's Last Christmas through the end of December 24th. And that brings us to this month's tip on requiring certain motions to be in writing. This scenario was inspired by a Facebook posting by Mark Arbo on the Whamageddon 2024 Facebook group.

On November 28, 2024, Charlene was presiding at a regular meeting of her local chapter of the Whamageddon Warriors. After an engaging program in which the Whamageddon Warriors pumped themselves up and prepared themselves to be cast into the halls of Whamhalla, she asked if there was any new business.

"Madam president!" Mark called out, rising.

"Mark is recognized," Charlene said.

"I think we should modify the rules of Whamageddon so that if someone didn't read or grasp the rules, but thinks he or she has lost Whamageddon this season, then that person has, in fact lost."

"Second!" someone called out.

"A motion to amend the rules of Whamageddon, previously adopted by this chapter of the Whamageddon Warriors, is in order. It would require either a two-thirds vote or a vote of the majority of our entire membership to adopt such a motion as notice was not provided. The member's motion, however, is too vague for consideration. It is important that the members know what they are voting on and that the secretary be able to accurately record the motion. Therefore, the chair will exercise her prerogative and require that this motion be put in writing before it is taken up."

"Madam president!" Mark called out again.

"Yes, Mark," Charlene said.

"I ask for unanimous consent for a five-minute recess so that I can put together a formal motion, in writing."

"Without objection, we will take a five minute recess. Please help yourselves to some refreshments before we reconvene. We have Last Christmas cocktails and mocktails, as well heart shaped cookies that we are, of course, giving away."

After partaking in libations and other refreshments, the Whamageddon Warriors reconvened and Mark was recognized to make a motion once again.

"I move to amend our chapter's rules for Whamageddon by: (1) inserting, after rule 2, 'However, anyone who fails to read/grasp the rules & believes themselves out after hearing it before December is in fact out' and (2) inserting, after rule 4, 'However, anyone who fails to read/grasp the rules & believes themselves out after hearing a remix or cover is in fact out.' This motion has been made in writing and a copy given to the secretary."

"Second!" someone again called out.

"It is moved and seconded to adopt the motion to amend something previously adopted, as just read," Charlene said. "Notice was not provided for this motion, so it requires a two-thirds vote or a vote of the entire membership of our chapter of the Whamageddon Warriors to adopt. Is there any discussion?"

Charlene made use of an important rule found in Robert's Rules of Order, Newly Revised (12th ed.). "The chair—either on his own initiative or at the secretary’s request—can require any main motion (10), amendment (12), or instructions to a committee to be in writing before he states the question." RONR (12th ed.) 4:18.

Main motions, amendments, and instructions to a committee typically have very specific wording that must be considered. When one of these motions is offered orally, the intended effect of the motion can be misinterpreted by different members, including the secretary. In many cases, the mover is not certain exactly how the nuances of his or her proposal should be articulated. When a chair allows these kinds of vague motions to be discussed, members get confused and frustrated by the process of trying to wordsmith a something so nebulous and uncertain.

Requiring that the mover put his or her motion down in writing crystalizes the conversation. It forces the mover to be precise in how the motion is presented, and gives the members something solid to work with. And it makes the job of secretary much easier because the secretary will know exactly what to put in the minutes.

If a member has an idea, but isn't sure how to articulate it clearly, the chair may find it helpful to ask that the parliamentarian or an experienced member provide support. By making it clear that such support is available, the chair can ensure that members don't keep their good ideas to themselves out of fear of trying to write their ideas down.

Providing an email address or some other electronic means for submitting motions in writing can be helpful, especially if the wording or changes can be displayed on a screen to all members. Another tool that is also useful, even if a bit old-fashioned, is to provide forms on paper that creates duplicate and triplicate copies. The paper can be blank or a form can be printed on the paper asking for information such as who made the motion. The mover keeps one copy of the motion and gives the other copies to the president and secretary. This ensures that everyone involved in making, managing, and recording the motion has the exact same wording.

You probably won't survive Whamageddon. But by requiring main motions, motions to amend, and instructions to committees to be in writing, you can survive the next meeting at which you preside.

Committee chaos (continued)

Last month, Charles, chair of a foundation's Board of Trustees, was figuring out how to deal with "Perfectionist" Penelope's uncharacteristically incomplete motion to refer a set of proposed policies and procedures to a committee to proofread them one more time before approval. Penelope had not named a particular committee or specified members of a special committee, as Sam noted in a point of order. But Charles did not think Penelope's motion was even likely to pass.

"The member's point of order is well taken," Charles says. "Under RONR (12th ed.) 13:10, however, an incomplete motion to commit can be voted on and perfected in the event that it is adopted. In the opinion of the chair, voting on the simple form of the motion to commit would be acceptable here. If the body decides not to refer the proposed motion to a committee, we will avoid wasting time on perfecting the motion to commit."

Sam nods his head in agreement and sits down.

The trustees, impatient to adopt policies and procedure, vote against Penelope's motion to commit and adopt the the policies and procedures as proposed. Charles, recognizing the intent of Penelope's motion, understanding that embarrassing typographical and grammatical mistakes can make it through the most thorough of reviews, and wanting to make sure every member feels like his or her perspectives have been heard and his or her contributions are valued, makes a proposal as chair.

"If there are no objections, the executive committee is authorized to make technical and conforming changes to the policies and procedures," Charles says. "Are there any objections? There being no objections, the executive committee is authorized to make technical and confirming changes to the policies and procedures. Trustees are instructed to bring any corrections that should be made to the attention of the secretary. "

The trustees are happy with this compromise. Not only are they able to get policies and procedures adopted without further delay, they make it clear that their meetings as a Board should be focused on substantive matters. At the same time, trustees have an opportunity to elevate the professionality of their work on the policies and procedures by working with the executive committee to make non-substantive corrections.

Through the proper use of rules of order as tools for productive meetings, and through a bit of pragmatism, Charles demonstrates his ability to preside wisely, building goodwill with the trustees.

Choosey chairs choose parliamentarians

Sarah is a member of the governing board for a local animal shelter. She has watched the new president and chair of the governing board, Dale, struggle to preside during governing board meetings. Dale lets the members talk in circles endlessly, the meetings keep getting heated, and little is done. After one particularly bad meeting, Sarah has a chat with Dale.

"Dale, I wanted to check in with you. How are you doing?" Sarah asks.

"Not great, Sarah. These meetings are really difficult. Everyone has such strong opinions. The meetings are the worst part of this position."

"Have you thought about hiring a parliamentarian to help out?"

"I can't do that! What will the other members think if I pay someone to tell me what a bad job I'm doing and to overrule my decisions?"

Dale needs help, but he is refusing to get it. What can Sarah say that will help change his mind?

Share your ideas and then come back next time to find out how Sarah responds to Dale's concerns. 

News

The American Institute of Parliamentarian's 45th Annual AIP Winter Practicum is scheduled for January 16-18 at the Embassy Suites Hotel at 4315 University Center Drive, Las Vegas, Nevada. Although what happens in Vegas usually stays in Vegas, several days of intense study of parliamentary procedure will stick with you for life. View the proposed schedule and register today.

Keep up-to-date with upcoming National Association of Parliamentarian events with their calendar of events.