Parliamentary Procedure

Abeyance

temporary inactivity, cessation, or suspension, to withold action

Absentee voting

voting by mail or proxy for a member who is absent

Absolute majority

a majority vote of an organization's entire membership at a meeting

Abstain

to publicly refrain from voting because of a conflict of interest

Absurd motion

a dilatory or frivolous motion used to delay action

Accept

to approve or adopt a statement report, or motion

Acclamation

enthusiastic approval by a voice vote

accredit

to certify as genuine, to authorize or sanction

Addressing the Chair

using the correct title (Mr. or Madam Chairman or President) when seeking recognition from the person who is presiding

Adhere

to be attached to and dependent on. AN example would be a pending amendment that is adhered to the motion to which it is applied

Adjourn

A privileged motion to officially close a meeting. A second is required and a majority vote is required to adopt. If a time is not set, it is an unqualified adjournment and debate is not allowed even if it is made while no question is pending. It is debatable and amendable if proposed when no motion is pending (as a main motion) with the time for adjournment (qualified). A speaker may not be interrupted to propose this motion

Adjourned meeting

a meeting which is a continuation of preceding meeting, sometimes called a "continued meeting"

Adopt

pass, accept, or agree to by a vote

Affirmative Vote

the "yes" vote supporting a state d motion. It is always taken before the negative vote.

Agenda

the sequence of items for a meeting based on the organization's order of business. A typical agenda would be: 1) Call to order and roll call; 2) Reading and approval of minutes; 3) Reports of officers, boards, and standing committees; 4) Reports of special committees; 3) special orders; 6) Unfinished business and general orders; 7) New business; 8) Announcements; 9) Program; 10) Adjournment

Alternate

a member authorized to substitute for another member

Amendable

a motion that may be amended

Amending by adding

amending by adding a word or phrase at the end of a motion or resolution

amending by inserting

amending by placing a word or phrase between words of a motion or resolution

amending by striking out

amending by deleted a word or phrase in a motion or resolution

amending by striking out and inserting

amending by deleted a word or phrase in a motion or resolution and replacing it with another word or phrase

amending by substituting

amending by striking out an entire paragraph of one or more sentences, or an entire motion or resolution or section thereof, and replacing it with a new paragraph, motion, or section

amendment

a change proposed in a motion by altering it. an amendment to a main motion is called a primary or first degree amendment. An amendment to an amendment is called a secondary amendment or a second degree amendment. An amendment to a secondary amendment is not allowed due to possible procedural complications. This subsidiary motion requires a second, is debatable if the motion to which it is applied is debatable, and requires a majority vote to be adopted. A speaker may not be interrupted to propose this motion

Amend something previously adopted

a motion used to change a previous motion or action. the motion must be seconded, and debate and amendments are allowed. it requires a two thirds vote to be adopted. if previous notice is given, a majority vote is required. Debate may go into the motion to which it is applied. If notice is not given, a majority of the entire membership must vote in favor of the motion in order for it to be adopted. A speaker may not be interrupted to propose this motion. an only be moved when no other motion is pending

Announcing the vote

declaration by the chair of the vote results

Announcement

Written or verbal notice

Annul

to repeal, rescind, or render void

Apply

a motion that is used to change, dispose of, or affect the first motion

Appoint

to name or assign a person

approve

to agree, accept, adopt, or ratify

Approval of the minutes

acceptance of the secretary's record of a meeting either by unanimous consent or a vote of the members

Articles

the Bylaws

Assembly

a body of people assembled for the transaction of business

audit

examination of an organization's financial records

Aye

affirmative vote

balance

equal total sums on the two sides of an account

Bylaws

specific rules related to structure and administration that an organization makes for itself

ballot

a piece of paper on which a member writes or marks a choice in an election or vote. A secret vote or method of voting

Call for the orders of the day

a motion used to demand a return to the scheduled order of business of the assembly. A speaker may be interrupted to propose this motion. The privileged motion does not need a second, is not debatable or amendable, and is enforced at the discretion of the chiar, who may put it to a vote. A two-thirds vote of the assembly sets aside the orders of the day. A member of the assembly can also propose to set aside the motion by moving "that the time for considering the pending question by extended_ for a specific amount of ti,e. This motion does not need a second, is undebatable, and requires a two-thirds minimum affirmative vote for adoption

call of the meeting

the official notice of a special meeting given to all members of an assembly

call to order

an announcement by the presiding officer to convene a meeting

carried

adopted/ accepted

caucus

a meeting to decide action towards a motion or event

challenging a vote

objecting to a vote when the member who voted does not have the right to vote

Class of motions

there are five classes of motions: Main motions (original and incidental), subsidiary motions, privileged motions, incidental motions, and motions that bring a question again before the assembly. Subsidiary, privileged, and incidental motions are also called secondary motions

committee

one or more members appointed or elected to complete a specific task

consider

to discuss and decide upon a pending motion with or without debate

debatable

may be discussed. that which is open for discussion

debate

discussion or argument after the chair has stated a motion that is debatable

decision

a determination or ruling by the presiding officer or assembly

decorum

to conduct oneself in a proper manner. Examples related to debate would be to refrain from attacking someone's motives, addressing all comments through the chair, avoiding use of member's names, avoid speaking against your own motion, and refraining from disturbing the assembly

defeated motion

a motion that has been voted on and lost (not passed)

defer action

to delay action on a motion bu the use of certain motions. Examples are to postpone, commit, and lay on the table

discussion

the debate that follows after the chair has stated a debatable motion

dispose of

to remove a motion from consideration by voting to adopt, reject, postpone, refer, r to table it

division of the assembly

The motion that calls for a rising vote. It may be made between

the time the negative vote has been cast and until the presiding officer states the question on

another motion. A speaker may be interrupted, and it can be made without obtaining the floor by

saying "Division!" A second is not required and debate and amendments are not allowed. It also

does not require a vote. The chairman may also take a rising, counted vote. If a member wishes a

rising, counted vote, a motion must be made, seconded, and adopted by a majority vote. The

number of votes on both sides should be recorded in the minutes when a count is ordered or a vote

is by ballot. Small groups may obtain a more accurate vote by a show of hands.

division of a question

To separate a motion so that different parts may be considered

individually. Each part must be able to stand separately as a complete motion after the division. The

incidental motion must be seconded, is not debatable or amendable, and requires a majority vote to

be adopted. A speaker may not be interrupted to propose this motion.

election

the selection of a person or persons by vote

entertain a motion

elected or appointed members who do the work for the membership between its meetings and exercise routine management of the organization as defined in the bylaws

file a report

to submit a report to the secretary to be saved or stored for the organization

fix the time at which to adjourn

a motion to adjourn at a specific time which is always a main motion

fix the time to which to adjourn

The privileged motion designates the time before the

next regular meeting for continuation of the present meeting to complete business or because of the

absence of a quorum. It takes precedence over all other motions, requires a second, is not

debatable, and can be amended as to the time, place, and date. A speaker may not be interrupted

when proposing this privileged motion. If this motion is made when no business is pending, it is a

main motion and may also be debated

general order

the agenda or any subject placed on the agenda

immediately pending question

the most recent motion stated by the chair when more than one motion is pending

incidental main motion

a subsidiary, privileged, or incidental motion that is made while no other business is pending and therefore, is treated as a main motion. This motion does not bring new business before the assembly. Some examples are: (1) recess, when it specifies a future time or is proposed (2) Refer (3) Amend the bylaws (4) actions on the minutes (5) Adjourn, when qualified (6) Adopt a committee recommendation when not related to a referred motion (7) Suspend a standing rule for the duration of the session

Incidental motions

a class of motions that arises out of the business being conducted at a meeting. They have no rank among themselves. Examples are an appeal and a point of order.

in order

complies with accepted procedure. Does not conflict with national, state, or local laws or with the bylaws or rules of the organization or assembly

lay on the table

to "lay on the table" or "to table" a motion means to temporarily delay action on it because of more urgent business. This highest ranking subsidiary motion requires a second, is not debatable or amendable, and requires a majority vote to be adopted. It is proper, however, for the maker of the motion to lay on the table to state the reason for tabling it prior to proposing this motion and it cannot be qualified in any way. An example would be for the assembly to lay pending business on the table to allow a special speaker more time. This motion may not be used as a substitute for the motions to Postpone Indefinitely or to Postpone to a Certain Time

main motion

a statement of proposed action or desire opinion presented for consideration adn decision. A main motion must be seconded, is debatable and amendable, and requires a majority vote to be adopted. They may only be proposed when no other motion is being considered. A speaker may not be interrupted to propose a main motion. Try to include what, when, where,how , and who when phrasing a main motion

majority vote

more than half the votes cast by persons entitled to vote, not counting blanks or abstentions If there are 60 votes cast, a majority is 31 votes

making a motion

the formal act of proposing a motion for the consideration of the group

minority vote

less than half the votes cast

minutes

the official record of what is done at a meeting. AT each regular meeting, the secretary reads the minutes of the previous regular meeting and any special or adjourned meeting held in the meantime

motion

a proposal at a meeting that certain action be taken or certain views about a subject be expressed by the assembly. The words "motion" an d"question" are used interchangeably

nay

a negative vote

new business

new matters presented for consideration to the assembly

null and void

not having a specific legal force or effect

obtaining the floor

. The process of obtaining formal recognition from the presiding officer to

speak or offer a motion. The member rises and addresses the chair by an official title and then waits

until the chair recognizes the member by name, title, nodding, or some other sign. When this

procedure is completed, the member "has the floor."

order of business

the adopted schedule of business for a meeting

original main motion

a motion proposed to introduce a new subject to the assembly

parliamentary inquiry

An investigation directed at the presiding officer to determine the

proper course of action as it relates to parliamentary procedure. An example would be to ask, "Is