KELSET PAC 101: Understanding Robert’s Rules of Order

Why We Use Robert’s Rules of Order

The KELSET PAC (Parent Advisory Council) uses Robert’s Rules of Order to keep our meetings organized, fair, and efficient. This set of guidelines helps us manage discussions, make decisions, and ensure everyone has a voice. Robert’s Rules are used worldwide by various organizations to run meetings smoothly, allowing us to respect each other’s time while working together toward our goals.

How Robert’s Rules Work

At their core, Robert’s Rules are about structure and participation. Here’s a brief overview of how they function:

1. Motions: A motion is a formal proposal for the group to make a decision. For example, someone might make a motion to approve a budget or start a new project. Motions need a “mover” (the person who proposes) and a “seconder” (someone who supports the idea). Once seconded, the motion is open for discussion.
2. Discussion: Once a motion is on the floor, members have the opportunity to discuss it. This is when questions, comments, or suggestions are shared. The chairperson ensures that everyone who wants to speak has a chance.
3. Voting: After discussion, the chair calls for a vote. Members can vote in favor, against, or abstain (choose not to vote). The decision is then recorded based on the majority vote.
4. Agenda: Meetings follow an agenda, which is a set list of items to be discussed. This keeps the meeting focused and on track. Members are encouraged to review the agenda in advance.

Our Modified Casual Version for PAC Meetings

While Robert’s Rules can seem formal, we use a simplified and casual version that’s easy to follow. Our goal is to make everyone feel comfortable, especially parents who are new to PAC meetings. Here’s how we adjust the rules to fit our friendly and inclusive environment:

1. Relaxed Atmosphere: Our meetings are designed to be welcoming and informal. While we follow a basic structure, we encourage open dialogue and participation. No need to worry about perfecting the lingo; just share your thoughts when prompted.
2. Simple Motions: We keep the language simple. You’ll hear phrases like “I move to approve…” or “I second that.” If you don’t understand something, feel free to ask—we’re all here to learn together.
3. Respectful Discussion: We encourage everyone to speak up, but we ask that you wait for your turn and keep comments respectful. The chair will guide the flow of conversation to ensure everyone is heard.
4. Quick Voting: Votes are usually quick and straightforward, often done by a show of hands or verbal agreement (“aye” or “nay”). If you’re unsure about something, you can always abstain.
5. Keeping Time: We try to keep meetings to about 1 hour and 30 minutes max (or shorter). If discussions run long, the chair might suggest moving forward or tabling a topic for the next meeting to respect everyone’s time.

What to Expect as a New Parent

• Participation is Encouraged: You don’t need to be an expert to participate. Your input is valuable, and we welcome fresh ideas.
• Ask Questions: If you’re confused about anything, don’t hesitate to ask. We’re here to support each other.
• Be Informed: Familiarize yourself with the agenda and meeting materials, usually shared 7 days in advance via email or posted on the PAC website: kelsetpac.ca.
• Enjoy the Experience: PAC meetings are a great way to connect with other parents, get involved in the school community, and make a difference for our kids.

We hope this guide helps you feel at ease and ready to join us at our next meeting. Your voice matters, and together we can make KELSET an even better place for our children!

Last updated: Sept. 16, 2024.