Dear Dinosaur Advice Column

Got questions about Robert's Rules of Order?

Ann Macfarlane is a dinosaur who knows her stuff.
She explains the complexity of Robert's Rules so it makes sense.
She loves hearing from readers with their questions about Robert's Rules of Order.

A group of businessmen in a meeting room, with one person replaced by a dinosaur. Caption reads: "If anyone can get us out of our rut, it’s Ole Dinosaur here. Any questions about Robert's Rules?" Chart showing declining profits in background.
© CanStock Photo/andrewgenn

Dear Dinosaur

A group of businessmen in a meeting room, with one person replaced by a dinosaur. Caption reads: "If anyone can get us out of our rut, it’s Ole Dinosaur here. Any questions about Robert's Rules?" Chart showing declining profits in background.

Insulting body language – what to do

By Ann Macfarlane / July 26, 2023 / Comments Off on Insulting body language – what to do

Dear Dinosaur:  We have a board member who rolls their eyes, sighs, shrugs their shoulders or grimaces while others are speaking. How can this be addressed? Answer: The rules of parliamentary procedure, and specifically Robert’s Rules of Order, require that all members of a body show courtesy and respect. We suggest requesting that the board…

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Cartoon of a business meeting with five men and a dinosaur around a table. A chart on the wall shows declining profits. One man raises his hand, asking questions about Robert's Rules. Caption reads, "If anyone can get us out of our rut, it’s Ole Dinosaur here.

Can the chair take the minutes?

By Ann Macfarlane / May 8, 2023 / Comments Off on Can the chair take the minutes?

Dear Dinosaur:  In our organization, one person makes the agenda for the meeting, chairs the meeting, takes the notes, and creates the minutes. Besides being a lot of work for one person, it seems like more people should be involved to avoid the appearance of a concentration of power within the commission. Are there specific…

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Cartoon of a business meeting with five men and a dinosaur around a table. A chart on the wall shows declining profits. One man raises his hand, asking questions about Robert's Rules. Caption reads, "If anyone can get us out of our rut, it’s Ole Dinosaur here.

Can board member see previous minutes?

By Ann Macfarlane / March 17, 2023 / Comments Off on Can board member see previous minutes?

Dear Dinosaur:  Is a newly voted board member allowed to see the previous 12 months of board minutes? Answer: A board member has the right to view all the board meeting minutes. This is necessary because a board member is a fiduciary for the organization, in a position of trust. One has the obligation to…

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Cartoon of a business meeting with five men and a dinosaur around a table. A chart on the wall shows declining profits. One man raises his hand, asking questions about Robert's Rules. Caption reads, "If anyone can get us out of our rut, it’s Ole Dinosaur here.

Does a motion that was passed and then rescinded go in the minutes?

By Ann Macfarlane / March 10, 2023 / Comments Off on Does a motion that was passed and then rescinded go in the minutes?

Dear Dinosaur: Does a motion that was passed, then rescinded at the same meeting, go in the minutes? If not, then is the motion to rescind also not put in the minutes? Answer: Yes, both the motion itself, and the motion to rescind, go into the minutes. Each is a separate action of the board.…

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Cartoon of a business meeting with five men and a dinosaur around a table. A chart on the wall shows declining profits. One man raises his hand, asking questions about Robert's Rules. Caption reads, "If anyone can get us out of our rut, it’s Ole Dinosaur here.

How do I handle nominations for mayor? Do nominations need a second?

By Ann Macfarlane / January 10, 2023 / Comments Off on How do I handle nominations for mayor? Do nominations need a second?

Dear Dinosaur:  At our council meeting, councilmembers will appoint a mayor for the new year from among the council. My question is how to manage the possibility of there being more than one nomination. I can’t say that we will, but I want to be prepared. Answer: At the meeting, as presiding officer you open…

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Cartoon of a business meeting with five men and a dinosaur around a table. A chart on the wall shows declining profits. One man raises his hand, asking questions about Robert's Rules. Caption reads, "If anyone can get us out of our rut, it’s Ole Dinosaur here.

Can a recording serve as our minutes?

By Ann Macfarlane / November 4, 2022 /

Dear Dinosaur:  Can we totally dispense with written minutes and simply make a recording of the meeting available and the official record? Answer: Under the requirements of common law, minutes are a written record of a body’s decisions. A recording does not qualify. It is merely a passive capturing of the meeting. Minutes, on the…

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A group of businessmen in a meeting room, with one person replaced by a dinosaur. Caption reads: "If anyone can get us out of our rut, it’s Ole Dinosaur here. Any questions about Robert's Rules?" Chart showing declining profits in background.

No second – should motion be recorded in minutes?

By Ann Macfarlane / October 4, 2022 /

Dear Dinosaur:  A councilmember made a motion and no one seconded it. Should it be included in the minutes? Answer: This is a simple question with a slightly complex answer. Robert’s Rules of Order Newly Revised, 12th edition says that all main motions which are moved in the course of a meeting, except normally any…

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A group of businessmen in a meeting room, with one person replaced by a dinosaur. Caption reads: "If anyone can get us out of our rut, it’s Ole Dinosaur here. Any questions about Robert's Rules?" Chart showing declining profits in background.

Our bylaws are old and conflict with Robert’s Rules

By Ann Macfarlane / September 29, 2022 / Comments Off on Our bylaws are old and conflict with Robert’s Rules

Dear Dinosaur: Our local bylaws are old and have clauses that conflict with the latest edition of Robert’s Rules of Order. Does Robert’s Rules overrule the conflicting errors? Answer: No. Bylaws have higher authority than Robert’s Rules, so if the clauses conflict, in general, the bylaws take precedence (have authority). It is a good idea…

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A group of businessmen in a meeting room, with one person replaced by a dinosaur. Caption reads: "If anyone can get us out of our rut, it’s Ole Dinosaur here. Any questions about Robert's Rules?" Chart showing declining profits in background.

Two motions at once?

By Ann Macfarlane / June 2, 2022 /

Dear Dinosaur: At a recent board meeting, a motion was made and seconded and there was discussion. During discussion, another motion was made and seconded to delay consideration of the original motion until the next board meeting (we have monthly meetings). A challenge to this second motion was made stating that the original motion was…

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Cartoon of a business meeting with five men and a dinosaur around a table. A chart on the wall shows declining profits. One man raises his hand, asking questions about Robert's Rules. Caption reads, "If anyone can get us out of our rut, it’s Ole Dinosaur here.

What’s the point of the discussion period?

By Ann Macfarlane / February 18, 2022 / Comments Off on What’s the point of the discussion period?

Dear Dinosaur:  A commonly expressed sentiment by both the public and elected officials is that the Discussion Period on any agenda item should not be viewed as an opportunity to convince colleagues to vote one way or another. One should ask questions, and perhaps state one’s own viewpoint. However, attempting to sway votes one way…

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