Chapter Team Study Guide 3

Study Guide: 

Robert's Rules of Order 

(An extremely simplified version) 

Table Of Contents 

INDIVIDUAL MOTIONS 

Privileged Motions: Simplified Overview

1. Adjourn

• Purpose: To end a meeting.

• Types:

  1. Privileged Motion: When it’s used to temporarily close the meeting (requires a second, undebatable, and amendable).

  2. Main Motion: When it provides the final adjournment of a convention or mass meeting.

• Rules:

  1. Requires a second.

  2. Undebatable and amendable.

  3. Requires a majority vote.

  4. Cannot be reconsidered.

  5. Amendments to adjourn are undebatable.

  6. In committees, “rise” means to adjourn.

• Major Rules for Adjournment:

  1. If the adjournment doesn’t close a session, the interrupted business resumes in the next meeting.

  2. If it closes a session in assemblies meeting quarterly, unfinished business resumes at the next session.

  3. If it ends a session in assemblies not meeting quarterly or ends members' terms, unfinished business is treated as new business in the next session.

2. Recess

• Purpose: To take a short break (not overnight).

• Rules:

  • Business resumes where it was interrupted.

  • If privileged, it ranks below adjourn and is not debatable, but amendable.

  • Requires a second, majority vote, and cannot be reconsidered.

  • Examples: “Recess until 8 PM,” “Recess for 20 minutes,” “Recess until called to order by the chair.”

3. Raise a Question of Privilege

• Purpose: Address urgent matters affecting members' rights and benefits.

• Rules:

  • Takes precedence over all motions except adjourn or recess.

  • Can interrupt a speaker if urgent.

  • Procedure: Member rises, addresses the chair, states the question, and proposes a solution.

    • "Madam Chair, I rise to a question of privilege. The air conditioning in the room seems to be malfunctioning, making it difficult for members to concentrate. I propose that we take a short recess to allow maintenance to address the issue."

  • Treated as a main motion for further action.

4. Call for the Orders of the Day

• Purpose: Enforce the assembly's schedule or agenda.

• Rules:

  • Precedes all other motions except higher-ranked privileged motions.

  • Doesn’t require a second, is undebatable, and unamendable.

  • Automatically obeyed unless overruled by the assembly.

  • Can be general (scheduled by majority vote) or special (requires ⅔ vote).

• Procedure:

  • General Order: Chair announces after current business.

  • Special Order: Chair interrupts to announce.

  • If the chair doubts compliance, they ask, “Will the assembly proceed to the orders of the day?” A ⅔ negative vote suspends the order.

  • If an agenda sets a precise time, it’s a special order.

Key Points to Remember

• Adjourn and Recess: Temporarily close or break the meeting.

• Question of Privilege: Address urgent issues affecting members’ rights.

• Orders of the Day: Ensure the meeting follows the agreed schedule or agenda.

These privileged motions help manage the flow and order of meetings, ensuring that urgent and procedural matters are handled efficiently.

Incidental Motions: Simplified Overview

1. Point of Order

• Purpose: To address and correct a rule violation during a meeting.

• Characteristics:

  1. Can be raised when another has the floor.

  2. Does not require a second.

  3. Not debatable or amendable.

  4. Must be raised at the time the violation occurs or continues.

• Procedure:

  1. Raise the Point: Member rises and states, “I rise to a point of order” or simply “Point of order.”

  2. Member Speaking: Should sit down temporarily.

  3. Chair’s Response: The chair asks the member to state the specific point.

  4. Decision: The chair rules on the point:

     • If valid: “The point of order is well taken.”

     • If invalid: “The point of order is not well taken” with a brief explanation.

  5. Advisors: The chair may consult advisors before ruling.

Appeal Process of a Point of Order

• Purpose: To challenge the chair’s decision on a point of order.

• Characteristics:

  1. Requires a second.

  2. Generally debatable unless related to specific non-debatable issues (indecorum, rules of speaking, priority of business).

  3. Not amendable.

  4. A majority or tie vote sustains the chair’s decision.

  5. Subsidiary motions can apply if not essential to resolve the appeal immediately.

• Procedure:

  1. Member Objects: A member rises and states, “I appeal from the decision of the chair.”

  2. Seconding: Another member seconds the appeal.

  3. Chair’s Explanation: The chair defines the issue, explains the decision, and states, “Shall the decision of the chair be sustained?”

  4. Debate (if allowed):

     • Members may debate, each speaking only once.

  5. Vote: Assembly votes to sustain or overturn the chair’s decision.

Key Points to Remember

• Point of Order: Correct rule violations immediately; no debate or amendments.

• Appeal: Challenge the chair's ruling; requires a second, may be debatable, not amendable, and a majority or tie vote sustains the chair’s decision.

2. Object to the consideration of a question: To prevent a motion from being considered by the assembly. It is used when a member believes that the proposed motion is inappropriate, irrelevant, or should not be discussed or acted upon.

Effect: If sustained, the objection stops the main motion from being debated or voted upon.

Rules

1. Timing: This motion must be made before any debate on the main motion has begun.

2. No Recognition Needed: The member does not need to be recognized by the chair to make this motion. They can interject immediately after the main motion is proposed.

3. No Second Required: This motion does not need a second.

4. Non-Debatable: There is no debate allowed on this motion.

5. Non-Amendable: This motion cannot be amended.

6. Majority Vote: A two-thirds vote against consideration is required for the objection to be sustained. If two-thirds of the members vote to consider the motion, the objection fails, and the main motion is considered.

7. Immediate Vote: The chair puts the question to an immediate vote without debate.

8. Cannot Be Reconsidered: Once decided, this motion cannot be reconsidered.

Procedure

1. Making the Motion: A member rises and states, "Mr./Madam Chair, I object to the consideration of the question."

2. Chair's Response: The chair responds, "The objection to the consideration of the question is not debatable. Shall the question be considered?"

3. Voting: Members vote on whether to consider the main motion. A two-thirds vote in the negative is needed to sustain the objection.

4. Outcome:

   • If two-thirds vote against consideration, the main motion is dismissed.

   • If less than two-thirds vote against consideration, the main motion proceeds to debate and vote.

2.  Read Paper: To request that a document be read aloud to the assembly. Effect: Ensures that all members hear the contents of a document. 

Rules:

• Timing: Can be made at any time during the meeting.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: No.

• Amenable: No.

• Vote: Usually a majority vote.

• Cannot Be Reconsidered: Once decided, this motion cannot be reconsidered.

Procedure

1. Obtain Permission:

• Motion: A member makes a motion to read the paper.

  • Example: "I move to read [specific document]."

• Second: Another member seconds the motion.

  • Example: "Second."

2. Chair's Role:

• State the Motion: The chair states the motion to the assembly.

  • Example: "It has been moved and seconded that [specific document] be read. Is there any discussion?"

3. Debate:

• Discussion: Members may discuss whether the reading should take place.

4. Vote:

• Call for Vote: The chair calls for a vote on the motion.

  • Example: "All in favor of reading [specific document], say 'Aye'. All opposed, say 'No'."

• Majority Vote: The motion requires a majority vote to pass.

5. Outcome:

• If Approved: The member reads the paper.

• If Not Approved: The paper is not read.

2. Withdraw or Modify a Motion

Purpose: To allow the maker of a motion to withdraw or change their motion after it has been proposed. Effect: The motion can be withdrawn or modified. Rules:

• Timing: Can be made at any time before the motion has been stated by the chair.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: No (if motion is withdrawn before the chair states it); Yes (if the motion has already been stated by the chair).

• Debatable: No.

• Amendable: No.

• Vote: Majority vote required if the motion has already been stated by the chair.

• Reconsiderable: No.

3. Suspend the Rules

Purpose: To temporarily set aside a rule of the assembly. Effect: Allows the assembly to do something it could not do otherwise. Rules:

• Timing: Can be made at any time during the meeting.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: No.

• Amendable: No.

• Vote: Two-thirds vote required.

• Reconsiderable: No.

4. Dividing a Motion: When a motion contains multiple parts that could be considered separately, a member can move to divide the motion. This allows each part to be discussed and voted on individually.

• Timing: Can be made at any time during the meeting.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: No.

• Amendable: No.

• Vote: Majority vote required.

• Reconsiderable: Yes.

Scenario:

• A member (Eve) makes a motion: "I move that the club allocate $200 for refreshments and $300 for decorations for the annual banquet."

• Another member (Frank) thinks these two issues should be considered separately. Frank says, "I move to divide the question so that we vote on the allocation for refreshments and decorations separately."

Process:

1. Request for Division:

   • The chair asks for a second to the motion to divide.

   • Another member seconds the motion.

2. Debate and Vote:

   • The chair says, "It has been moved and seconded to divide the question. Is there any discussion?"

   • Members discuss the motion to divide.

   • After discussion, the chair calls for a vote on dividing the question.

   • If the motion to divide passes, the chair handles each part of the original motion separately.

     • "The first part of the motion is to allocate $200 for refreshments. Is there any discussion?"

     • After discussion, a vote is taken on the first part.

     • "The second part of the motion is to allocate $300 for decorations. Is there any discussion?"

     • After discussion, a vote is taken on the second part.

5. Parliamentary Inquiry: A parliamentary inquiry is a question directed to the chair to obtain information on parliamentary procedure or the rules of the organization. It helps members understand the correct procedures.

• Timing: Can be made at any time during the meeting.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: No.

• Debatable: No.

• Amendable: No.

• Vote: No vote required (the chair responds directly).

• Reconsiderable: Not applicable (it's a request for information).

Scenario:

• During a meeting, a member (Grace) is unsure if a motion to amend is in order at this time.

• Grace says, "I rise to a parliamentary inquiry."

• The chair recognizes Grace, who then asks, "Is it in order to move to amend the main motion at this time?"

Process:

1. Making the Inquiry:

   • The chair responds to the inquiry by providing information or clarification.

   • The chair might say, "Yes, it is in order to move to amend the main motion at this time."

2. Using the Information:

   • Grace can now proceed with confidence, knowing that her proposed action is in order.

6. Effective Time of a Motion: The effective time of a motion refers to when the action authorized by the motion becomes operative. This can vary based on the type of motion and the context.

• Timing: Can be made at any time during the meeting.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: Yes, if it is part of the main motion or an amendment.

• Amendable: Yes, if it is part of the main motion or an amendment.

• Vote: Majority vote required.

• Reconsiderable: Yes.

Scenario:

• A member (Henry) makes a motion: "I move that the club donate $500 to the local food bank effective immediately."

• Another member (Irene) makes an amendment: "I move to amend the motion to make the donation effective on July 1st."

Process:

1. Discussion on the Amendment:

   • The chair opens the floor for discussion on Irene's amendment.

   • After discussion, the chair calls for a vote on the amendment.

2. Outcome of the Vote:

   • If the amendment passes, the effective time of the motion is July 1st.

   • If the amendment fails, the original effective time (immediately) stands.

3. Finalizing the Motion:

   • The chair then handles the main motion as amended or not.

   • Once the main motion is adopted, the effective time (either immediately or July 1st) determines when the action takes place

SUBSIDIARY MOTIONS

4. Lay on the Table

Purpose: To temporarily delay consideration of a motion. Effect: The motion is set aside but can be resumed later. 

• Takes precedence of all other subsidiary motions

• Form: “To lay the question on the table” 

• When they want to reconsider the motion, they rise, address the chair, and move to take a certain motion from the table 

• If a motion is laid on the table, it may expire 

  • In an assembly that does not meet quarterly, it expires at the adjournment of the  session it was laid on the table 

  • In an assembly that does meet quarterly, it expires upon adjournment of the next regular session at which it was laid on the table 

Rules:

• Timing: Can be made at any time during the debate.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: No.

• Amendable: No.

• Vote: Majority vote required.

• Reconsiderable: Yes (if taken up the same meeting).

5. Close, Limit, or Extend Limits of Debate

Purpose: To control the amount of time or number of times members can debate a motion. 

Effect: Modifies the rules of debate to speed up or slow down the process. 

Rules:

• Timing: Can be made at any time during the debate.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: No.

• Amendable: Yes (to change the time limits or number of speakers).

• Vote: Two-thirds vote required.

• Reconsiderable: Yes.

6. Postpone Definitely

Purpose: To delay consideration of a motion to a specific time. Effect: The motion is scheduled for consideration at a later time. Rules:

• Timing: Can be made at any time during the debate.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: Yes.

• Amendable: Yes (regarding the time of postponement).

• Vote: Majority vote required.

• Reconsiderable: Yes.

7. Commit or Refer

Purpose: To send a motion to a committee for further study or action. Effect: The motion is referred to a committee. Rules:

• Timing: Can be made at any time during the debate.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: Yes.

• Amendable: Yes (regarding the details of the referral).

• Vote: Majority vote required.

• Reconsiderable: Yes.

8. Amend

Purpose: To modify the wording or meaning of a pending motion. Effect: Changes the motion under consideration. Rules:

• Timing: Can be made at any time during the debate.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: Yes (if the motion to be amended is debatable).

• Amendable: Yes.

• Vote: Majority vote required.

• Reconsiderable: Yes.

9. Postpone Indefinitely

Purpose: To kill a motion without a direct vote on it. Effect: The motion is dismissed for the duration of the session. Rules:

• Timing: Can be made at any time during the debate.

• Recognition Needed: The member must be recognized by the chair.

• Second Required: Yes.

• Debatable: Yes.

• Amendable: No.

• Vote: Majority vote required.

• Reconsiderable: Only if the motion to reconsider is made by a member who voted on the prevailing side.

Debate Rules

1. Opening Debate:

   • Chair's Invitation: The chair opens the debate on a debatable motion by saying, "Are you ready for the question." This language is an invitation to debate the motion and should not be taken as the chair wanting to vote on the motion immediately.

2. First Right to Speak:

   • The member who made the motion speaks first.

   • If it's a committee report, the member presenting the report speaks first.

   • Their speech does not conclude the debate 

3. Speaking in Debate:

   • Members must rise and address the chair when nobody else is speaking.

   • The chair recognizes and assigns the floor to the member by name.

   • Members should state their name if not known to the chair.

4. Limits on Speaking:

   • A member can speak twice on the same motion per day.

   • Each turn is limited to 10 minutes.

   • They cannot speak a second time until all wishing members have spoken.

5. Extending Debate:

   • Extending a member’s speaking time requires a two-thirds vote, without debate.

6. Informal Discussion:

   • For greater freedom in debate, refer the topic to a committee or consider it informally.

7. Non-Debatable Actions:

   • Asking questions or making suggestions is not considered debate.

8. Maker of the Motion:

   • The maker of the motion cannot speak against their own motion but can vote against it.

9. Transfer of Debate Rights:

   • A member cannot transfer their right to debate to another member.

     1. You cannot give someone your speaking time or your right to speak to anyone else. This allows for a fair debate 

Key Phrases to Remember

• Chair's Invitation: "Are you ready for the question?" opens debate 

• First to Speak: Maker of the motion or presenter of the report.

• Rise and Address: Stand and speak to the chair.

• Obtain the Floor: Wait to be recognized by the chair.

• Time Limits: Twice a day, 10 minutes each time.

• Extend Debate: Requires a two-thirds vote.

• Non-Debatable: Questions and suggestions are not debated.

• No Transfer: Debate rights cannot be transferred.

 Voting Methods

1. Motions 

   1. Whenever the nature of a motion permits no modification or debate, the chair puts it to vote 

      1. The chair should first inquire if the assembly is ready for the question (starting debate), if nobody rises than he puts the motion to vote 

      2. If debate has ended by a motion, he puts the question to a vote

      3. Votes are taken by voice, rising, ballot, roll call, or any method authorized by the assembly 

   2. Voting on a Motion. Basic Form

      1. The question is on the motion [Identify the motion]. Those in favor of the motion, say ‘aye’. Those opposed, say ‘nay’. 

         1. The ayes have it and the motion is adopted 

         2. The noes have it and the motion is lost 

   3. When a motion requires a 2/3rds vote, the following is the basic form 

      1. The question is on the motion [identify the motion]. Those in favor of the motion will rise. Be seated. Those opposed will rise. Be seated. 

         1. There are two-thirds in the affirmative and the motion is adopted 

         2. There are less than two-thirds in the affirmative, and the motion is lost 

2. If division is demanded or  a count is ordered. The form is that two-thirds vote (above), but it ends as

   1. “The affirmative has it, and the motion is adopted”

   2. “The negative has it, and the motion is lost”

   2. If a count was taken either on the chair’s initiative, because the vote appeared close or because of a motion requiring a count, the numbers should be given before the above wording of which side has it 

3. When a vote is to be counted, the chair may do so o tellers could be selected and can tell them 

   1. If the chair has a doubt in the voice vote: 

      1. “The ayes seem to have it” and then pause. If nobody demands a division of the house, he may proceed to say, “The ayes have it”