Limiting discussion time on agenda items requiring motions

[Guest Sadie]

Regarding a Board of Directions, if there is an agenda item that requires discussion prior to having a motion and a vote, is there a proper way to limit each directors time on their discussion? We have a board member that dominates discussions and prevents others from getting their points across. This causes the agenda time limit to be exceeded. We are considering using an egg timer so that each person has an allotted time to speak. Is there something specific that needs to be done prior to doing this? Do I need to have a motion to limit the discussion to 3 minutes each and have that approved on the agenda?? Thanks for the input.

[Richard Brown]

Well, first off, you don't usually have discussion until there is a motion.  The motion comes first, then discussion (debate) and then the vote, but in small boards you can discuss items when no motion is pending.

 

As to speaking limits and how to shorten them, if you don't have a bylaw provision or a special rule on the subject, RONR specifies that in debate each member gets to speak two times for up to ten minutes each time.  A member cannot speak the second time until  everyone else has had a chance to speak.  There are some other restrictions.

 

You can shorten those time limits by means of a "motion to limit  or extend the limits of debate".  The motion can shorten or lengthen the time that each member can speak on a motion and can limit or increase the number of times he can speak.  It can set an overall time limit for debate on the motion.  It requires a two-thirds vote for its adoption.  You can also adopt such a motion that will be in effect for an entire meeting and you can adopt a special rule of order that will make the new rules apply to all meetings. 

 

Also, during debate, when a member believes it has gone on long enough, any member may "move the previous question", which is a motion to cut off debate and vote now.  It also requires a two-thirds vote for passage.

 

The motions to limit  or extend the limits of debate and for the previous question are both covered in RONR and in RONR in Brief.  Make sure you get "the right book":  http://www.robertsrules.com/book.html  and http://www.robertsrules.com/inbrief.html

 

Since discussion without a motion being pending is allowed in small board meetings, you can pretty much stop the endless discussion by just simply making a motion to do something... anything.    You can move to do what ever it was you were discussing.  Or you can move to terminate the discussion and move on to the next item of business.  Most any motion will do. 

 

By the way, using an egg timer or some other timer is perfectly acceptable.

[Guest Guest]

Thank you tremendously! This explains it perfectly. I appreciate your time.

[Josh Martin]

Well, first off, you don't usually have discussion until there is a motion.  The motion comes first, then discussion (debate) and then the vote, but in small boards you can discuss items when no motion is pending.

 

As to speaking limits and how to shorten them, if you don't have a bylaw provision or a special rule on the subject, RONR specifies that in debate each member gets to speak two times for up to ten minutes each time.  A member cannot speak the second time until  everyone else has had a chance to speak.  There are some other restrictions.

The rules for limits on debate are also different in a small board. A member may still speak for up to ten minutes each time, but he may speak any number of times, unless the board has adopted a rule or motion providing otherwise.

[Richard Brown]

The rules for limits on debate are also different in a small board. A member may still speak for up to ten minutes each time, but he may speak any number of times, unless the board has adopted a rule or motion providing otherwise.

Josh is correct.   The "small board rules" of RONR relax the rules for boards of no more than about a dozen members and allow, among other things, for an unlimited number of speeches by a member.    That is all  the more reason for you to impose limits on debate if you have members who dominate discussion or drone on and on endlessly.   As I said above, you can do that either by limiting debate on a particular motion or for the duration of a meeting or by adopting a special rule of order changing the default limits in RONR for all meetings.   

 

Also, during debate, a member can move "The Previous Question", which, if adopted by a two-thirds vote, cuts off debate and amendments immediately and the pending motion is voted on without further delay.

 

A strong and effective chairman, though, can often speed things up by exerting a little firmness, diplomacy and by skillful presiding without the need for special rules.  You might talk to your presiding officer about trying to rein in the verbose member.  Every situation is unique.

[jstackpo]

Just to dot the T and cross the I, a member cannot interrupt the (verbose) speaker to move the PrevQues; he has to wait and be recognized first.  So Mr. Verbose can talk as long as the rules allow.

 

If Mr. Verbose starts to go over some pre-adopted speech time limit, the chair can (and should!) interrupt him to get him to stop verbosing.  And if the chair doesn't, any member can.

[Guest Guest]

Thank you everyone for your suggestions. They will assist in addressing the situation. Much appreciated.