Note: This article is in line with UMYAF’s information campaign aimed at developing knowledgeable young adults.

Who’s Robert, you ask? He’s actually a very important figure in societies and organizations today: Gen Henry M Robert was the person who created a manual on parliamentary procedure for laymen in 1876. The influential guidebook Robert’s Rules of Order remains apt and is still followed by many groups today.

Commonly known as Parliamentary Procedure, this system originally grew will-nil from parliament (a.k.a. the House of Lords and House of Commons) in jolly old England – hence the name. In 1801 Thomas Jefferson adapted it with American Congress in mind. Assemblies were plodding on until Gen. Robert came along and distilled it into the idiom of the common man.

There are, in fact, varied ways of handling a meeting; it depends on what we all agree to abide by as a group. Whether formal or informal, the basic premise we should adhere to is democratic efficiency while maintaining respect and courtesy to all other participants.

The United Methodist Church, in its methodical and systematic tradition, ascribes to formal rules of conduct during sessions. Understandably, newbies to the system can get lost in the verbiage and, sadly, withdraw their right to participate actively. Young adults, especially, should be familiar with the ways and terms of how we transact our business. Young people today are the leaders of tomorrow: Let us actively shape our future.

Obtaining the floor: Or, gaining the right to speak. We practice raising of hands; the first hand to be raised after someone has spoken must first be recognized by the Chair in order to obtain the floor.

Discussion or debate can begin only after the report is accepted by the body or the motion is verbally recognized by the Chair.

The same member cannot speak on the one issue until everyone else who wishes to speak on the matter has done so (to avoid being argumentative).

All remarks must be directed to the Chair; courtesy and respect must be employed at all times. Innuendos are frowned upon.

Point of Order: An objection lodged regarding improper procedure.

Dilatory Tactic: Misuse of procedure.

Order of the Day: When the Chair is asked for the Order of the Day, it is an enquiry if we are still observing the approved agenda.

Point of Information: Point of Information is made when a member would like to direct a question to the speaker; this gives the member the opportunity to clarify a point with the speaker, if granted by the Chair.

Main Motion: Introduces new business for debate.

Pending Question: The last motion stated by the Chair is the pending question.

Divide the Question: is not the same as Division (of the House). Dividing the Question breaks up a motion into two or more independent motions; to Divide the House is to call a vote.

Dilatory Motion: A motion that is irrelevant or absurd (not germane).

Consider by Paragraph (Seriatim): Or, Consider by Page. Deliberations are done in series either by paragraph or by page; only after completing consideration by par/page can the motion be adopted.

Withdraw/Modify Motion: Only the mover can withdraw his motion, while anyone can modify his motion without his assent.

Commit/Refer/Recommit to Committee: It means exactly that: The motion is referred to a specified committee, either the same committee that made the recommendation or another committee whose scope includes the task required.

Lay on the Table: Laying something on the table is similar to postponement; discussion and subsequent decision of that item will be done later within the same session.

Take from the Table: If you laid an issue on the table, then you need to take it back at the appointed/appropriate time so the body can debate on it.

Postpone Indefinitely: Similar to laying on the table, but has no defined timeframe for debate. If the motion is approved, that item cannot be discussed within that particular session.

Unfinished Business: Business to be disposed of carried over from the previous meeting.

Previous Question: Ends debate, and a vote will be pursued.

Informal Consideration: Or, a motion to go into Committee of the Whole. This means that those within the conference bar may go into informal debate as if in committee.

Suspend the Rules: It means exactly that: The rules will be suspended but conduct will still remain within the framework of the Constitution or governing policy.

Majority: A majority is 50% plus one of the total number of voting members.

Plurality: Highest number of votes when there are three or more choices.

2/3 Vote: Votes in favour must be two-thirds of the total number of voting members. More definitive than a majority vote.

Recommended reading:

Robert’s Rules in Plain English by Doris P. Zimmerman, published by Collins in 2005, New York. Available locally at National Bookstore.