When I attended the Synodical Convention in Milwaukee last summer, I learned several strategies from Robert’s Rules of Order to help keep business moving efficiently as a voting delegate. This month’s newsletter, while not theological, is an effort to offer some of the things I learned for Zion voters to use. Before we consider these tips, keep these two Bible verses in mind. If you start to sense your emotions turn from love to frustration or impatience, remember Ephesians 4:27, “Give no opportunity to the devil.” If you find yourself getting annoyed at others, remember Philippians 2:4, “Let each of you look not only to his own interests, but also to the interests of others.”
Since the Chair runs the meeting, he is responsible for maintaining order. Out of respect for the Chair and the voters’ assembly, you should always raise your hand before raising any of these rules.
The first tip is to use what is called the “Point of Order” rule. This rule is very handy when a conversation gets out of hand or off topic. The purpose of an ecclesiastical voters’ assembly is to accomplish the church’s mission. If things begin to get political or turn into personal testimony, the objective mission can get derailed. The respectful and polite way to draw this to everyone’s attention is to raise your hand, and when the Chair gives you the floor to speak, simply say, “Point of order.” This asks the Chair to clarify if the discussion is on point with the order of the agenda. If the report or discussion has been derailed, it’s a “call” to get back on track.
Sometimes a particular issue sparks a lot of debate. After a motion or report is presented, Robert’s Rules indicate that there should be a period for questions or discussion. In an assembly of people, the most intimidating comment to make is the first one. Most people don’t want to be the first to speak up. But once the first question or comment happens, it gives the rest of the assembly confidence to participate. If a particular topic is controversial or divisive, the discussion portion can quickly become unnecessarily prolonged, and in some cases, out of control. Oftentimes the same comments/concerns get repeated. Most of the assembly senses, “it’s time to just vote on this.” When you sense this, it’s time to use the second tip: the “Call the Question” rule. Simply raise your hand, and say, “I call the question.” This temporarily suspends discussion. The Chair is required to call for a voice vote to end discussion so we can vote on the motion at hand. This typically requires a 2/3 vote. The “Call to Question” rule limits filibustering by a small minority to delay a vote on something they oppose. If, by the way, a voice vote is EVER too close to call, then someone should shout out “Division of the House.” Then, a hand, paper or electronic ballot is required to end discussion. If the vote passes, business proceeds to the actual vote on the motion with no more deliberation permitted.
The third and final tip is to remember that the way you ultimately make your voice heard is through your vote. This means that you don’t have to talk to make your voice heard. “Let every person be quick to hear, slow to speak” (Js 1:19). Being quick to hear also means being careful to listen to what is actually said, and not assuming something else is meant or intended by it. At the Synod convention, one of the main tips we repeatedly received was to limit how much you say at the microphone. If someone speaking before you makes a point on your side of the issue, even if it was not as clear or convincing as you could have said it, repeating the same thing exhausts an assembly. This can actually cause people to change their vote to oppose the speaker rather than the issue. If you feel a need to have your voice heard, simply raise your hand and use the time allotted for you to speak with a brief affirmation or opposition. An example would be, “I think this is a great resolution, and I support it.” Or, “I think this motion is not good for our congregation, and therefore I will vote against it.” If you feel compelled to give a reason or defense that has not yet been made, state it as briefly and succinctly as possible. After enough people give their input, the assembly will perceive the majority of the voters’ support or opposition, and that will usually bring discussion to a close. If it does not, proceed to point #2 above, and call the question!
I’m very thankful for the saints at Zion who care so much about their congregation and the mission of the Church. I’m also equally thankful for all those who have ever held and currently hold leadership positions at Zion. It’s hard to run a meeting. It’s difficult to present a motion. For some it’s really burdensome just to give a report! It’s also challenging to sit passively in a meeting. But that’s why Robert’s Rules of Order exist, so the business of the Church can be accomplished efficiently, joyfully, and effectively. Prayerfully consider these things and make use of them!
In Christ, Pastor Hromowyk