parliamentary procedure

Executive session in nonprofit board meetings

By Ann Macfarlane / April 7, 2020 / Comments Off on Executive session in nonprofit board meetings
A magnifying glass focusing on the word "privacy" in red, emphasizing the concept of privacy scrutiny or examination, much like the intense deliberation seen in an executive session.

Directors of nonprofit organizations accept substantial and serious responsibilities when they agree to serve on a governing board. In order to fulfill those responsibilities, it is important for them to understand the fundamental rules and principles that guide their meetings. We have found that there is much confusion about nonprofit boards holding meetings in executive…

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Tips for government bodies meeting remotely

By Ann Macfarlane / March 30, 2020 /
A person participates in a remote video conference call on a laptop with four other individuals, holding a document displaying a colorful pie chart, during an important government bodies meeting.

  The big moment is here. You’ve done your due diligence by: reviewing any emergency declarations affecting local government meetings in your state, studying how your body can proceed in light of the Coronavirus/COVID-19 emergency, planning with your staff, consulting your attorney, and choosing an online platform. You’re all set to launch your first totally…

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When COVID-19 cancels your meeting

By Ann Macfarlane / March 23, 2020 /
A large red button with the word "Emergency" written in white letters, reminiscent of the urgency felt when COVID-19-cancels-meeting notices disrupt our plans.

  Updated 5/11/2020   We’re having to adjust to a different world right now. In general, it’s always best to have an in-person meeting on matters of great importance. This provides the fullest opportunity to discuss, debate, consider alternatives, and come to agreement. When that’s impossible, you have to look at alternatives. This article lays out…

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Reconsider, Rescind, or Amend previous decision

By Ann Macfarlane / March 11, 2020 / Comments Off on Reconsider, Rescind, or Amend previous decision
A spiral notebook with "Let's Rethink" written in black and red text, placed on a wooden surface. A red marker, a capped red pen, and a pencil are beside the notebook, inviting you to reconsider your ideas.

Updated October 3, 2023 Some years ago, I had a dramatic exposure to the motion “to Reconsider.” At a 2-day meeting of our professional society board, one member (I’ll call him “Alex”) proposed that our society spend $4000 on radio spots in Washington, DC. He felt that we needed to develop a public relations strategy,…

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“Stand at ease” creates breathing space in meetings

By Ann Macfarlane / March 4, 2020 / Comments Off on “Stand at ease” creates breathing space in meetings
A beach scene with a wooden lounge chair standing at ease under a white umbrella on the sandy shore, with a clear blue sky and the calm sea in the background.

  Have you ever had one of those desperate moments in a meeting where you just don’t know what to do? I certainly have! There is a great tool to use at such a time. The chair can direct the members to “stand at ease.” This means that business of the meeting is on pause…

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Conflict of interest can be complicated

By Ann Macfarlane / February 14, 2020 / Comments Off on Conflict of interest can be complicated
A yellow road sign with icons of two cyclists and arrows pointing in opposite directions, indicating a two-way bike lane, helps avoid the conflict of interest between riders going different ways.

The basic principle underlying conflict of interest is easy to state but applying it in real-life cases can be complicated. In a nutshell, when you accept a position on a local government body or a nonprofit board, you are obliged to put the interests of the organization above your own personal interest, and you can’t…

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Use Minutes Approval Committee instead of waiting months

By Ann Macfarlane / January 28, 2020 / Comments Off on Use Minutes Approval Committee instead of waiting months
A close-up of a calendar with pages being flipped, showing various dates in black and red numerals. The calendar has space for personal events at the bottom, making it perfect for tracking meetings and minutes approval committee schedules.

  Have you ever attended an annual meeting of an organization and been asked to vote to approve the minutes from the previous year’s annual meeting? How well did you remember that previous meeting? I am guessing that your memory was a bit fuzzy, unless something dramatic happened. There is a better way. Use Minutes…

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Sample minutes from Robert’s Rules of Order

By Ann Macfarlane / January 21, 2020 /
Cover of "Robert's Rules of Order, Newly Revised, 12th Edition" by Henry M. Robert III and others, featuring a beige background with a dark green emblem and text.

Here are the sample minutes provided in Robert’s Rules of Order Newly Revised, 12th edition, in section 48:8.   The regular monthly meeting of the L.M. Society was held on Thursday, January 4, 20__, at 8:30 P.M., at the Society’s building, the President being in the chair and the Secretary being present. The minutes of the…

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Renewing defeated motion at future meeting – “renewal”

By Ann Macfarlane / December 20, 2019 / Comments Off on Renewing defeated motion at future meeting – “renewal”
A street sign reads "SECOND CHANCE" with an arrow pointing to the right, set against a blue sky background, symbolizing renewing motion and possibilities.

Updated July 11, 2023 Robert’s Rules of Order is quite strict about dealing with something once in a meeting and moving on. If a motion has been defeated, the only way to bring the same motion up again during that meeting is to move to reconsider the motion. You have to have voted with the…

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Criticizing a board decision in public

By Ann Macfarlane / December 4, 2019 / Comments Off on Criticizing a board decision in public
A pen rests on a paper with two checkboxes labeled "I agree" and "I disagree," poised to capture sentiments on a recent, criticized board decision.

It is a basic principle of parliamentary procedure that the decision of the majority, voting at a properly called meeting, is the decision of the body as a whole. The members whose views did not prevail are bound to go along with the majority. This goes back deep in time, to the origins of our…

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