Category: Book 2 – RULES OF ORDER – a Draft

RULE I — PURPOSE AND AUTHORITY

These Rules & Operations (RO) are adopted by the State Board of Directors (SBD) under authority granted in the BCHI Bylaws.

The RO implement and clarify procedures authorized by the Bylaws and shall not conflict with:

    BCHI Articles of Incorporation

    BCHI Bylaws

    applicable law

These Rules of Order govern the conduct of meetings.

In the event of conflict, the Bylaws shall control.

RULE II — SCOPE

These Rules govern the conduct of meetings and related procedural matters.

They govern how authority is exercised, not how day-to-day tasks are performed.

Operational steps are contained in the Book of Procedures.

RULE III — STATE BOARD MEETINGS

Section 1 – Application

These rules govern meetings of the Board of Directors and shall apply unless otherwise provided in the Bylaws.

The SBD shall meet as scheduled by the President.

Notice and agendas shall be distributed in advance.

Section 2 – Voting Authority

Each member of the Board of Directors shall be entitled to one (1) vote.

Voting rights may be exercised only by Board members personally present or participating through authorized electronic means.

Proxy voting shall not be permitted.

Section 3 – Quorum

A quorum of the Board of Directors shall consist of a majority of the duly seated Directors.

For purposes of determining quorum:

1.   Only duly certified and seated directors shall be counted;

2.   Vacant directors positions shall not be counted;

3.   A quorum must be present at the time business is conducted;

4.   Once a quorum is established, it shall be presumed to continue unless a point of order is raised and sustained..

Section 4 – Loss of Quorum

If a quorum is not present, no business shall be conducted except to recess, adjourn, or take measures to obtain a quorum.

Section 5 – Vote Required

Unless otherwise specified in the Bylaws, action of the Board of Directors shall be determined by a majority vote of the Directors present and voting at a meeting at which a quorum is present.

Actions requiring a greater vote under the Bylaws shall meet the specified threshold.

Section 6 – Methods of Voting

Voting may be conducted by voice vote, show of hands, standing vote, ballot, roll call, or electronic means, as determined by the presiding officer or required by these Rules.

Section 7 – Electronic Participation

Board members may participate in meetings through electronic means when authorized, provided that all participants can hear and be heard and that participation is verified.

Electronic participation shall constitute presence in person for all purposes, including quorum and voting.

Section 8 – Conduct of Voting

The presiding officer shall state the question, ensure that debate has concluded, and conduct the vote using an appropriate method.

The presiding officer shall announce the result of each vote.

Section 9 – Verification and Recount

Any Board member may request verification of a vote. The presiding officer may order a recount or a different method of voting to ensure accuracy.

Section 10 – Conflict of Interest

A Board member with a conflict of interest shall disclose the conflict and shall abstain from voting in accordance with applicable policies.

Section 11 – Minutes and Recordkeeping

The Secretary shall record all motions and the results of votes in the minutes of the meeting.

Section 12 — Order of Business

The order of business shall be:

            1. Call to Order

            2. Credentials Report

            3. Establishment of Quorum

            4. Approval of Agenda

            5. Approval of Minutes

            6. Officer Reports

            7. Committee Reports

            8. Unfinished Business

            9. New Business

            10. Elections (if applicable)

            11. Adjournment

RULE IV — MOTIONS

Section 1 — Definition

A motion is a proposal made during a meeting for the assembly to take action.

When adopted, motions become official decisions recorded in the minutes.

Section 2 — Authority

Any voting member may make a motion unless restricted by the Bylaws.

Section 3 — Proper Use

Motions are used to:

    approve expenditures

    authorize activities

    adopt resolutions

    adopt or amend RO or policies

    direct officers

The following motions shall be recognized:

a)   Main Motion — to introduce or direct business;

b)   Amend — to modify a motion;

c)   Refer to Committee — to assign further study;

d)   Previous Question — to close debate;

e)   Postpone — to delay consideration;

f)   Adjourn — to close the meeting;

g)   Recess — to temporarily pause;

h)   Point of Order — to enforce rules;

i)    Appeal — to challenge the ruling of the chair;

j)    Reconsider — to revisit a previous decision.

The presiding officer shall rule on the admissibility and priority of motions in accordance with these Rules and Robert’s Rules of Order Newly Revised.

See Appendix F–  Motion Types

Section 4 — Improper Use

Motions shall NOT be used to:

     amend bylaws

     override governing documents

     create standing rules

    grant authority not allowed by bylaws

Section 5 — Processing a Motion

The process for handling a motion shall be as follows:

            (1) Motion Made — A member obtains recognition and states the motion;

            (2) Second — Another member seconds the motion to indicate support for                                                consideration;

            (3) Statement of the Motion — The presiding officer restates the motion for the                                         assembly;

            (4) Debate — Members may discuss the motion when recognized;

            (5) Vote — The presiding officer calls for a vote using an appropriate method;

            (6) Announcement — The presiding officer announces the result of the vote.

Section 6 — Recording

The Secretary records:

            • exact wording

            • mover

            • vote result

Section 7 — Order of Precedence of Motions

When more than one motion is pending, motions shall be considered in the following order of precedence, with higher-ranked motions taking priority over lower-ranked motions:

(1) Privileged Motions

    (a) Adjourn;

    (b) Recess;

    (c) Question of Privilege;

    (d) Orders of the Day.

(2) Subsidiary Motions

    (a) Previous Question (Close Debate);

    (b) Limit or Extend Debate;

    (c) Postpone to a Certain Time;

    (d) Refer to Committee;

    (e) Amend.

(3) Main Motion

Incidental motions (such as Point of Order, Appeal, and Division of the Assembly) may be raised at any time and shall be decided immediately.

A motion of higher precedence shall be decided before a motion of lower precedence.

The presiding officer shall rule on the precedence and admissibility of motions in accordance with these Rules and Robert’s Rules of Order Newly Revised.

RULE V — RESOLUTIONS

Adopted resolutions (made with a motion) do NOT amend Bylaws or Rules of Order unless followed by formal amendment (written Resolution).

Section 1 — Purpose

Resolutions are formal motions used to express positions, adopt policies, or direct actions of the Back Country Horsemen of Idaho. This is used to amend the Bylaws or the Rules of Order.

Section 2  — Form of Resolution

Resolutions shall be submitted in written form and should include:

1.    A title;

2.   One or more “WHEREAS” clauses stating the background or justification; and

3.   One or more “RESOLVED” clauses stating the action or position to be adopted.

Section 3 — Submission

Resolutions shall be submitted in advance in accordance with Procedures established by the Board.

Late submissions may be accepted only by a two-thirds (2/3) vote of the assembly.

Section 4 — Review

The presiding officer may refer resolutions to a committee for review prior to consideration by the assembly.

Section 5 — Consideration

Resolutions shall be presented to the assembly as main motions.

Each resolution shall be:

a)   Properly moved and seconded;

b)   Stated by the presiding officer;

c)   Open to debate;

d)   Subject to amendment in accordance with these Rules.

Section 6 — Voting

Voting on resolutions shall be conducted in accordance with the Bylaws.

Only duly certified and seated delegates may vote.

Section 7 — Amendments to Resolutions

Resolutions may be amended by motion during consideration, provided such amendments do not change the fundamental intent without proper notice, if required by the Bylaws.

Section 8. — Recording

All adopted resolutions shall be recorded in the official minutes and maintained as part of the permanent records of BCHI.

RULE VI — PARLIAMENTARY AUTHORITY

Meetings shall be conducted using Robert’s Rules & Operations Newly Revised, except where superseded by BCHI Bylaws or Rules of Order.

The presiding officer rules on procedure, subject to appeal.

If a quorum is not present, the presiding officer shall announce the absence of a quorum. The assembly may recess, adjourn, or take steps to secure a quorum. No binding action may be taken.

RULE VII — BYLAW AMENDMENTS

Section 1 — Authority

Only the membership may amend BCHI Bylaws.

The SBD facilitates the process.

Section 2 — Who May Propose

Bylaw amendments may be proposed by:

    BCHI Chapters

    SBD

    Authorized committees

All proposals must be in writing.

Section 3 — Submission

Proposals are submitted to the Secretary using the official Bylaw Amendment Form.

Section 4 — Board Review

The SBD may:

    verify format

    check consistency

    recommend clarification

The SBD may not block properly submitted amendments except for illegality or incompleteness.

Section 5 — Advance Notice

Exact amendment text must be distributed to chapters and delegates per Bylaws.

Failure to provide 14 days notice invalidates the vote.

Section 6 — Vote

Bylaw amendments require a two-thirds (2/3) vote (super majority) of the duly certified and seated delegates.

Voting shall be conducted by voice vote, show of hands, standing vote, ballot, or other method as determined by the presiding officer or required by these Rules. Only duly certified and seated delegates shall be entitled to vote.

Proxy voting shall not be permitted.

Section 7 — Documentation

After adoption, the Secretary:

1.   updates bylaws

2.   records adoption date

3.   archives prior version

4.   publishes revised document

RULE VIII — RULES OF ORDER AMENDMENTS

Section 1 — Proposal

Any director may propose Rules of Order amendments in writing.

Proposals are submitted to the Secretary using the official Rules of Order Change Form.

Proper notification of BOD must be met.

Section 2 — Adoption

Rules of Order amendments require majority vote of the SBD.

Voting shall be conducted by voice vote, show of hands, standing vote, ballot, or other method as determined by the presiding officer or required by these Rules. Only duly certified Directors, President, Vice President, Secretary, Treasure and National Directors shall be entitled to vote.

Section 3 — Documentation

After adoption, the Secretary:

    updates RO

    records revision date

    archives prior version

distributes updated RO

RULE IX — POLICIES & STANDING RULES

Policies and Standing Rules may be adopted or amended by SBD motion as authorized by the Bylaws Article XXI.

1.   Policies establish requirements.

2.   Standing Rules govern meeting conduct.

Procedures remain separate.