Parliamentary Procedure

What is Parliamentary Procedure?

• a rule that defines how a particular situation is to be handled, or a specific outcome achieved, in a legislature or deliberative body.

• (in other words) a set of rules for conduct at board meetings, which allows everyone to be heard and to make decisions without confusion.

What is the proper ORDER OF BUSINESS?

1. Call to order

2. Roll call of members present

3. Reading & approval of minutes

4. Officer reports

5. Special orders

6. Programmatic business (new and unfinished)

8. Committee reports

9. Announcements

10. Adjornment

What is a motion?

• A way to introduce items of business to be considered by a committee or assembly

• A proposal through which the entire membership takes action.

What are the four ways members can take action through the form of motions?

• Making motions

• Seconding motions

• Debating on motions

• Voting on motions

The 4 basic types of motions

• Main motions

• Subsidiary motions

• Privileged motions

• Incidental motions

Purpose of a main motion

To introduce items of business to the membership for their consideration. They cannot be made when any other form of motion is on the floor.

Purpose of a subsidiary motion

may be applied to another motion for the purpose of modifying it, delaying action on it, or disposing of it.

Purpose of a privileged motion

To bring up items that are urgent about special or important matters unrelated to pending business.

Purpose of an incidental motion

To provide a means of questioning procedure concerning other motions and must be considered before the other motion.

1st step of presenting motions

Obtain the floor

• wait until the last speaker has finished

• address the chair by saying, “Madam Chair/Mr. Chair”

• Wait until the Chair has recognized you

2nd step of presenting motions

Make your motion

• Speak in a clear and concise manner

• Always state a motion confidently, like using “I move that we ..." rather than, "I move that we do not ..."

• Stay professional and on subject

3rd step of presenting motions

Wait for someone to second your motion

• Another member will second your motion or the Chair will call for a second.

• If there is no second to your motion it is lost, (and the work on your motion ends)

4th step of presenting motions

The Chair states your motion

• The Chair will say, "it has been moved and seconded that we ..." Thus placing your motion before the membership for consideration and action.

• Debate/discussion may happen, or it may move directly to a vote

• The motion cannot be changed once the Chair presents it to the assembly unless you have consent of the assembly

5th step of presenting motions

Expanding on your motion

• Designated time to speak in favor of your motion

• The person who moved to make the motion speaks first

• all comments and debate must be directed to the Chair

• Keep to the time limit if the chair establishes one

6th step of presenting motions

Putting the question to the membership

• The chair will ask of the assembly is ready to vote on the motion

• If there is no more discussion, a vote is taken

7th step of presenting motions

Voting on the motion

- The method of voting depends on the situation and the by-laws of policy of the organization. There are 5 methods used by most organizations, they are:

• By voice - The Chairman asks those in favor to say, "aye", those opposed to say "no". Any member may move for an exact count.

• By Roll Call - Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required.

• By General Consent - When a motion is not likely to be opposed, the Chairman says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote.

• By Division - This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand.

• By Ballot - Members write their vote on a slip of paper, this method is used when secrecy is desired.

The 2 other motions that are commonly used that relate to voting

• Motion to table - often used in an attempt to “kill” a motion

• Motion to postpone indefinitely - often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken.

order of precedence

the concept that underlies the relationship/the ranking of motions

order of precedence tells members TWO things:

1.) when a motion is in order

2.) in what order to vote on pending motions

In what order are motions voted on?

They are voted on in the reverse order in which they were made

Term "Chair" acts as...

the person who is actually presiding at the time, most often the president

Purpose of a "second"?

to prevent time from being consumed by the assembly's having to dispose of a motion that only one person wants to see introduced

Do all motions require a second?

No

How many times can a person speak on a main motion in a debate?

Two times

Eight articles of bylaws?

1. The Name of organization

2. Objective/ Purpose of organization

3. Amendments/ Amend bylaws

4. Memberships status/ Classification

5. Election of officers

6. Meetings

7. Board of directors

8. Committees

If you have questions, what (source) book would you use to help find the answer?

Notes and Comments on Robert's Rule of Parliamentary Procedure/ Parliamentary Procedure for Idiots

Two types of amendments?

Primary & Secondary

Which type of an amendment applies to a motion?

Primary Amendment

Can a secondary amendment apply to a primary amendment?

YES

The bulk of the work in most large organizations is conducted in the...

COMMITTEES

If a motion is poorly worded and taking up a lot of time in a meeting, what would be an appropriate point of action?

Refer to a committee

What is the purpose of a Point of Order?

designed to call a breach of the rules to the attention of the point is "in order" or "out of order"

How to establish if the point is "in order" or "out of order"

Needs a ruling from the presiding officer

What is a quorum?

The number of members required to be present at a meeting in order for business to be legally transacted.

Can an "ex-officio" member of a committee vote in committee meetings?

YES