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It outlines responsibilities and speech rules for the chair, the full meeting flow from call to order and quorum through adopting the agenda and recognizing members, and detailed procedures for making motions. It also covers how votes are conducted, how debate and seconding should be handled, and common mistakes to avoid.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":11,"@type":70,"position":76},"https://docshare.wps.com/template/presentations/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/roberts-rules-of-order-explained-how-to-maintain-chapter-board-meeting-order/244218/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/roberts-rules-of-order-explained-how-to-maintain-chapter-board-meeting-order/244218.png","ImageObject",442,249,{"name":88,"@type":89},"Mack Lee","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-21","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",8,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What are the chair’s key speaking rules during meetings?","Question",{"text":109,"@type":110},"The chair speaks only in the third person, refers to themselves as “the chair” or by their official title, and avoids mentioning members’ names. The chair should also not make motions during the meeting.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"How should the agenda be adopted?",{"text":114,"@type":110},"The chair asks for a motion to adopt the agenda. A board member moves to approve it, another member seconds it, and the group votes; any modifications should also be handled by motion and vote.",{"name":116,"@type":107,"acceptedAnswer":117},"What is the correct process for making and handling a main motion?",{"text":118,"@type":110},"A member addresses the chair, is recognized, then proposes the motion and another member seconds it. The chair states the question, invites discussion, then takes and announces the vote results using the prescribed wording.","https://schema.org",{"og:url":78,"og:type":121,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":123,"canonical":78},"index,follow",{"doc_id":125,"site_id":56},244218,1791722151,{"code":4,"msg":5,"data":128},{"doc_id":125,"user_id":129,"nickname":88,"user_avatar":130,"doc_module":9,"category_id":8,"category_name":11,"doc_title":59,"doc_description":61,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":101,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":140,"read_time":76},1236954509970,"https://us-avatar.wpscdn.com/davatar_6f874abed73319feea01a86fa6f0fab8","Robert’s Rules of Order-Explained  \nBy following Robert's Rules of Order, your chapter's board can maintain order, ensure fairness, and make informed decisions during meetings. It is essential to encourage a culture of respect, participation, and transparency to effectively serve your mission.  \nWhile knowing and following all of Robert’s Rules is difficult, we have prepared a brief that will assist you in keeping order during your chapter Board meetings.  \nFor the Chair (Chapter President or their designee in their absence)  \nThe Chair speaks of themselves only in the third person-that is, they never use the personal pronoun\"I\". In actual parliamentary proceedings they always refer to themselves as \"the chair\" or with his official title, as in, \"Your President is pleased to report... \" . The chair also does not mention a member's name and does not address an individual member as \"you\" except in connection with certain disciplinary procedures. Note: the chair of the meeting should not make motions during the meeting.  \nBefore the Meeting  \nAgenda Preparation  \nThe chairperson, often the president, should work with the Chapter Administrator and other members of the Office of the President to create a detailed agenda for the meeting (see sample here: CLRP > Office of the President > MPI Chapter Board Service > Sample Board of Directors Meeting agenda (Sample Template)) .  \nThe agenda should include all items to be discussed, reports to be presented, and any motions to be made.  \nDistribution of Materials  \nShare the agenda and any relevant materials, such as reports or financial statements, with board members well in advance of the meeting.  \nEncourage members to review these materials prior to the meeting.  \nReminder and RSVP  \nSend out a reminder notice a few days before the meeting, requesting RSVPs from all board members.  \nDuring the Meeting  \nCall to Order  \nThe chairperson or president calls the meeting to order at the scheduled time.  \nEnsure there is a quorum, meaning that a minimum number of board members are present to conduct official business. For MPI chapters, this means a majority of the Chapter Board of Directors, as per the MPI Chapter Bylaws.  \nAdoption of the Agenda  \nThe chairperson asks for a motion to adopt the agenda.  \nA board member must move to approve the agenda, and another member must second it prior to the vote.  \nThe agenda can be modified, if necessary, but this should also be done by motion and vote.  \nRecognition of Members  \nThroughout the meeting, the chairperson recognizes members who wish to speak.  \nMembers should address the chair and avoid interrupting others.  \nMotions  \nWhen an agenda item involves a decision, a member should make a motion. For example, \"I move that we allocate $5,000 for our upcoming community event. \"  \nIt is important to say precisely what the words of the motion are to be. The group votes on exact language, not on a vague idea. Motions must be written exactly as they are proposed in the minutes. It is the minute taker’s responsibility to copy them accurately.  \nAfter making a motion, the member must wait until later to give reasons for making the proposal. A defeated motion cannot be renewed in the same meeting in which it was defeated.  \nAnother member must second the motion for it to be considered unless the motion is made on behalf of a committee. Note: for meetings with less than 12 Board members in attendance, special exceptions apply (see Procedures in Small Boards below) .  \nNote: Seconding a motion does not imply that the member supports the proposed motion. It only indicates that the member agrees that the motion should be considered.  \nNeither the making nor the seconding of a motion places it before the assembly; only the chair can do that, by the third step (stating the question) . When the chair has stated the question, the motion ispending, that is \"on the floor\" . It is then open to debate.  \nObtaining the Floor and Processing a Main Motion  \n1. Membe","cbCailnhdQ9qjn58","https://ap.wps.com/l/cbCailnhdQ9qjn58","pdf",383495,"English","# For the Chair (Chapter President)\n# Before the Meeting\n## Agenda Preparation\n## Distribution of Materials\n## Reminder and RSVP\n# During the Meeting\n## Call to Order and Quorum\n## Adoption of the Agenda\n## Recognition of Members\n## Motions and Voting\n# Obtaining the Floor and Processing a Main Motion\n## Steps for a Main Motion\n# Steps to Making Motions and Common Mistakes","[{\"question\":\"What are the chair’s key speaking rules during meetings?\",\"answer\":\"The chair speaks only in the third person, refers to themselves as “the chair” or by their official title, and avoids mentioning members’ names. The chair should also not make motions during the meeting.\"},{\"question\":\"How should the agenda be adopted?\",\"answer\":\"The chair asks for a motion to adopt the agenda. A board member moves to approve it, another member seconds it, and the group votes; any modifications should also be handled by motion and vote.\"},{\"question\":\"What is the correct process for making and handling a main motion?\",\"answer\":\"A member addresses the chair, is recognized, then proposes the motion and another member seconds it. The chair states the question, invites discussion, then takes and announces the vote results using the prescribed wording.\"}]","Robert’s Rules of Order Explained - How to Maintain Chapter Board Meeting Order | PDF",1789213917]