Time Limits
 

Does anyone know of a specific rule in Robert's Rules of Order that has to do with a time limit on officer's reports? I would appreciate any help!

It's been almost a year since I've re-read them, but I don't think there is one - other than "timely" or "as set by the organization". So, if you ask for officer reports by, say 2/1/06, they are due by 2/1/06, unless the President offers an extension.

Thanks Honeychile! I should have been a little bit more clear. The problem is not officers turning their reports in on time, it's they are taking too long to give their reports. People like to just stand up and hear themselves talk, I think! Is there any way to limit the amount of time an officer is allowed to speak? Meetings are going on upwards of 3 hours, and some people have other things to do!

Set an agenda. Give each officer a set time and number of minutes for her report. Adjust as needed - for example, if recruitment is coming up, give the recruitment chair a few extra minutes.

Then, stick to it. Give people 1-minute and 30-second warnings. If someone is going on at length, make a motion to move the agenda (I believe that is the term). Once the motion passes, the officer has a few seconds to wrap up, and then the next officer begins her report.

I'm not sure if that's an official Robert's Rules of Order thing, though.

To add what others have said.

The officer should have their report in writting, and copies should be given to the secretary and president. They should basically be giving an overview or highlights of what is in their report for all the members, not reading a long & borrowing report.

This would have to be put into your chapter's bylaws, but an executive committee could pass it on a temporary basis (until the bylaws are re-written): we put a limit on ALL formal meetings at one hour (after everyone was seated). I forget how many minutes each report was allowed - I think three, but I'm not sure - and that did NOT include votes. So, a Social Chairman could give a report, and ask for a vote on where to hold a formal. The time it took in voting didn't count against her three minutes. We literally had one person who timed each report, just to get into the habit of keeping it short.

One place I've seen the most mistakes is with minutes. If your minutes are reading more like hours, have the secretary read Robert's Rules as to exactly what goes into minutes! It's really much, much less than most people realize!

The first few meetings run on a clock are the hardest, but once you get used to it, you'll find people not only flying through their reports, but an increased number of people at the meetings.

Good luck!

Actually, you don't need such rules in your Bylaws. Instead, put it in your Standing Rules. Its easier to adopt (and change) your standing rules. There are certain things that really shouldn't be in your bylaws, and are more appropriate for your Standing Rules, Special Rules of Order, etc.

Agree on the comment about minutes. Both NAP & AIP (national parliamentarian groups) have good booklets on minutes. If there is a local NAP or AIP group, see if they will do a parliamentary workshop at your school.

I know all officer reports are gone over in our executive board meetings. That way if the report contains extraneous information, it can be eliminated when it is read in meeting, and also the president will know how long everything is and make adjustments to the rest of the meeting if someone's report HAS to be long. ( like the head of recruitment just before rush will probably have a LOT to say. )
I think it's good yo're asking this question because IMO no meeting should go over 2 hours.