Notes and Comments on Robert's Rules, Fourth Edition

Commit or Refer

34 Commit or Refer How may the motion to Refer be made? The motion to Refer may be made in either the unqualified or the qualified form: 1. In the unqualified form, the proposer states, “I move to refer the main motion to the [such and such] committee.” 2. In the qualified form, the proposer adds one or more of the following: names of the committee members, instructions for the committee, dates when the committee should report (171–72). “I move to refer the main motion to a committee consisting of Ms. X, Mr. Y, and Ms. Z, with instructions to interview each department supervisor and report at the June meeting.” What are the different kinds of committees? There are two kinds of ordinary committees: 1. Standing, which are established in the bylaws (or by a special rule) and have a continuing existence. A standing committee is a permanent committee (490–91). 2. Special (or ad hoc), which are created for a specific task and cease to exist as soon as that committee’s task is completed (492). Completed means “on presentation of its final report to the assembly” (492). A special committee is a temporary committee. A committee may be given one of three general tasks: investigation (all factions represented, neutral chair); action (members who supported proposal for action); or editing (clearinghouse for motions to be considered at a convention). May an amendment be referred? Not alone, but such a motion can be made to the main motion while an amendment is pending. If adopted, the amendment follows the main motion (132). Some convention rules permit an amendment to 35 Commit or Refer be referred to committee, so that the main motion can remain and be acted upon. Committees Is it a good idea for a committee to have co-chairs? No. “The anomalous title ‘co-chairman’ should be avoided, as it causes impossible dilemmas in attempts to share the functions of a single position” (176). If the committee’s task is heavy, appoint a vice-chair. If a main motion is referred to committee, what happens to any motions that were pending at the time the main motion was referred? Pending amendments accompany the main motion to committee. A pending motion to Postpone Indefinitely is dropped (128, 177, 519). Although Robert’s gives complete details about how the main motion and pending amendments are handled (503–29), generally the assembly can consider the motion to Refer a very flexible motion, and the committee has great latitude in dealing with the subject matter contained in the main motion. freedom of action after referral. Once a committee to which a resolution or other main motion has been referred commences its deliberations, the committee is free to consider, and recommend for adoption, any amendment to the resolution or motion so referred, without regard to whether or not the assembly , prior to the referral, considered the same or a similar amendment and either adopted or rejected it. (176) In other words, the committee’s task is to search, find the best answer, and report it to the assembly. What rules of procedure should a committee use? The procedure in a committee (commonly a small number of persons) is much less formal and mirrors the relaxed procedures for smaller boards outlined on pages 487–88 of Robert’s: 1. Members speak informally. “Members may raise a hand instead of standing when seeking to obtain the floor, and may remain seated while making motions or speaking” (487). 36 Notes and Comments on Robert’s Rules 2. Discussion of a subject is permitted while no motion is pending. 3. The chair may take an active part in the discussion and may also make motions. “In committees, the chairman is usually the most active participant in the discussions and work of the committee ” (500). 4. Motions do not require a second. 5. There is no limit to the number of times a member may speak to a subject or motion. 6. Motions to limit or close debate (Previous Question) are out of order (191, 198, 500). 7. When consensus is clear to all members, decisions may be made without either a formal motion or a vote. 8. “During actual deliberations of the committee, only committee members have the right to be present” (501). Although committee deliberations are closed, “When a committee is to make substantive recommendations or decisions on an important matter, it should...