As a school board member, you understand the importance of conducting meetings that are both orderly and productive. However, the complexities of parliamentary procedure can sometimes make it challenging to ensure that every voice is heard and that decisions are made efficiently. At School Boards for Academic Excellence (SBAE), we recognize this challenge and have developed a Roberts Rules Cheat Sheet to help you navigate school board meetings with ease and confidence.

Why Parliamentary Procedure Matters

Parliamentary procedure, based on Roberts Rules of Order, is a framework that guides the conduct of meetings. It ensures that discussions are orderly, that decisions are made democratically, and that all members have an equal opportunity to participate. However, the intricacies of these rules can sometimes be overwhelming, especially for those new to school board meetings.

Understanding the Hierarchy of Motions

One of the key components of Roberts Rules is the hierarchy of motions. Motions are proposals put forward by members that the board votes on. Understanding the different types of motions and their order of precedence is crucial for keeping meetings on track.

• Main Motions: These are the primary proposals that bring business before the board. They must be seconded and are debatable and amendable.
• Subsidiary Motions: These are motions that alter or dispose of the main motion. Examples include motions to amend, postpone, or refer to a committee. Subsidiary motions take precedence over the main motion.
• Privileged Motions: These motions deal with urgent matters that are unrelated to the main business at hand, such as motions to adjourn or take a recess. They take precedence over both main and subsidiary motions.
• Incidental Motions: These arise out of other motions and must be decided before the main motion can proceed. Examples include points of order or requests for information.

Key Phrases to Use During Meetings

Knowing the right phrases to use during a meeting can help you participate more effectively and ensure that your contributions are heard. Some common phrases include:

• “I move that…” This phrase is used to introduce a new motion.
• “I second the motion.” This indicates your support for another member’s motion, allowing it to be discussed and voted on.
• “I move to amend the motion by…” Use this phrase to propose a change to the main motion under discussion.
• “Point of order.” This is used to call attention to a breach of the rules or an error in procedure.
• “I call the question.” This phrase is used to request an end to debate and move directly to a vote.

Leading Productive and Orderly Meetings

In addition to understanding the hierarchy of motions and key phrases, there are several best practices you can follow to lead effective school board meetings:

• Prepare an Agenda: Ensure that all board members receive a copy of the agenda in advance of the meeting. This allows members to prepare and ensures that the meeting stays on track.
• Stick to the Rules: Consistently applying parliamentary procedure helps maintain order and ensures that all members have a fair opportunity to participate.
• Encourage Participation: Actively encourage all board members to participate in discussions. This helps ensure that diverse perspectives are considered and that decisions are well-informed.
• Manage Time Wisely: Keep an eye on the clock and make sure that discussions don’t stray too far from the agenda. If a topic requires more time than anticipated, consider scheduling it for further discussion at a future meeting.

Download the Roberts Rules Cheat Sheet

To help you lead your school board meetings with confidence, we’ve created a comprehensive Roberts Rules Cheat Sheet. This handy guide summarizes the key components of parliamentary procedure and provides you with the tools you need to run efficient and effective meetings.

Empower yourself to lead with confidence and ensure that your school board meetings are both productive and orderly. Download the Cheat Sheet now to get started.