Democratic Rules of Order

We use "Democratic Rules of Order", seventh edition, by Fred Francis, as the rules that we use to govern the procedure in formal meetings of the Hunter-Clyde Watershed Group.

Democratic Rules of Order is a set of meeting rules that offer a relatively simple way to handle the flow of a meeting. Many of the more complicated procedures of the more common 'Roberts Rules' or 'Parliamentary Rules' are dropped in favour of a more easy to understand approach.

The basic rules are as follows:

1. A Quorum is needed before a motion can be passed. A quorum will exist when there are a minimum of eight members present, including three directors.

2. The chair will normally be the president. We have an informal chair, which means that the chair can take part in discussions.

3. The chair will have a second vote in the case of a hung decision.

4. A member can put forward a motion to discuss a matter informally, this allows a discussion to take place before a real motion is proposed.

5. Motions are put in the terms 'I move that...' and must be seconded by another member.

6. A motion can be amended 'I move that the motion be amended to say...'. Only one amendment can be made, then a new motion must be put forward.

7. A motion can be postponed to the next meeting: 'I move that the motion is postponed...'

8. When discussion is complete, the chair says 'Are you ready to vote?'. If not, a member must bring a point of order, then more discussion can take place.

9. The chair reads the motion before a vote.

10. The chair says "All in favour of the motion please say Yes... opposed say No." The chair then says 'the motion is passed/defeated'.

11. Reports from committees must be either received or adopted as read. To be received means that the meeting heard the report. To adopt means that the meeting agrees with the report and agrees to act upon its findings etc.

12. A meeting is adjourned by the chair saying 'If there are no objections... the meeting is adjourned.'

The president has a photocopy of the Democratic Rules of Order.