Teleconferencing Rules

Q. When my organization conducts a teleconference meeting, the chair insists on taking all votes by voice, even though we have had several contested and debated issues. Our bylaws have no provisions for teleconferences, even though we use Robert's.

Robert's Rules of Order Newly Revised (page 482-483) states: "The bylaws may authorize a board or committee to meet by . . . teleconference. If they do, then such a meeting must be conducted by a technology that allows all persons participating to hear each other at the same time . . . It is advisable to adopt special rules of order and standing rules, as appropriate, to specify precisely how recognition is to be sought and the floor obtained during . . . teleconferences."

Electronic meetings tend to restrict the deliberative process. For example, telephone conferences allow each individual to hear, but not to see. Studies have shown that hearing has one of the lowest retention rates for communication:

• Reading 10%     
• Hearing 20%
• Seeing 30%
• Hearing and Seeing 50%

When only hearing is available for a meeting, the ability to communicate is cut in half.

Whenever membership rights are to be limited, it must be authorized. Bylaws are inflexible by design, hard to change, and cannot be suspended. Special Rules, however, are easier to change and can always be suspended (with a 2/3 vote). In a meeting context, it is better to have this flexibility. So, authorize with the bylaws, but specify with special rules.

I recommend you approach your chairman and explain to him that teleconferences must be authorized by the bylaws. Also recomend that some special rules be adopted. For example,

"In a teleconference meeting, voting shall be conducted as follows:

a. Unanimous consent shall be used whenever possible and especially for routine business such as adoption of the agenda, approval of the minutes, or adjourning the meeting.
b. A roll call vote shall be taken whenever a two-thirds (2/3) vote is required or whenever a member calls for a Division to verify a voice vote."

This gives your chairman the option to conduct voice votes as long as the attendees are comfortable with it. Also, a 2/3 vote is required to Limit Debate, move the Previous Question, take items out of order from an approved agenda, or otherwise Suspend the Rules. A 2/3 vote cannot be taken by voice and a standing vote cannot be taken over the telephone, so the only option for extra-majority votiing is to do a roll call.