Chapter team

Roberts Rules of Order: 

Simplified Version (2024-2025) 

General Method: 

• All business should be brought before the assembly by a motion of a member or by the presentation of a communication to the assembly 

  • This means: “I move to..” this is how  a member is making a motion 

  • Communication to the Assembly (Ending in an implied motion…(ngl i don’t know what this means :) ) 

    • According to ChatGPT

      • “Sometimes, instead of making a formal motion, a member might present information or a suggestion that implies a motion” 

        • Example: “The committee recommends that we purchase new equipment." This implies a motion to purchase new equipment

• In many cases in the ordinary routine of business, it is not usual to make a motion instead the chair specifies an action and announces that if there is no objection it will be adopted

  • How this would occur? 

    • Process: The chair (Anika)  announces an action and asks if there are any objections.

    • Example: "If there is no objection, we will extend the meeting by 15 minutes."

  • If no member says, “Objection!” or “I Object” the chairman will say “There being no objection the action is adopted” 

    • If a member objects to a motion to take such action becomes necessary 

      • This is how it would go: 

        • the proposed action must then be processed through a formal motion and voted on

          • A member says, "I object," and then the chair responds, "A motion is needed to extend the meeting. Is there a motion to extend the meeting by 15 minutes?

            • (The “A motion is needed to extend the meeting.” is an example ) 

    • Procedure for deciding on an action without a motion processed all the way is called general or unanimous consent 

Obtaining the Floor: 

• Because business requires a motion, a member must make a motion, however before this it it is necessary tat he must obtain the floor and obtain the right to speak 

  • How would this occur? 

    • “Adress the chair by title” 

      • “Madam” or Mr” President (in our case Madam) 

    • The chair then announces the members name (a process known as recognizing the member) 

      • This is how it’d go 

        • Laasya: Madam President 

        • Anika: Yes Madam Secretray 

        • Laasya: I move to stop reading the roberts rules of order :) 

        • Nishka: i second 

        • Anika: Madam president you now have the floor 

  • What Ifs 

    • if 2 or more members rise and address the chair at the same time

      • The chair must make a decision about which member to recognize 

        • The chair must serve the interests of the assembly allowing an alternate between ppl for and against th emotion 

    • From the decision of the chair in assigning the floor -> any two members may appeal 

      • Where here is doubt expressed by the chair or an appeal the chair allows the assembly to decide the question by a vote (the member getting the majority vote being entitled to the floor) 

    • Here is an example from ChatGPT

EXAMPLE SCENARIO:  

The chair decides to recognize Member A to speak because Member B also raises his hand. 

Chair: "The chair recognizes Member A to speak."

Appeal by Members:

Member B feels that they should have been recognized first  and, along with another member, decides to appeal the chair's decision.  (IMO member B should just deal with it but whatever) 

Member B: "I appeal the decision of the chair."

Member C: "I second the appeal."

Handling the Appeal

Chair Explains: The chair explains the reasoning behind their decision.

Chair: "I recognized Member A because they raised their hand first." (Valid) 

Chair Allows Assembly to Decide: The chair then puts the appeal to a vote by the assembly.

Chair: "There has been an appeal of the chair's decision to recognize Member A. We will now vote on whether to uphold the chair's decision. All those in favor of upholding the chair's decision, please say 'Aye'. All those opposed, please say 'No'."

Voting and Outcome

Assembly Votes: The members vote on the appeal. The majority vote will determine the outcome.

Announcing the Result:

If the majority votes to uphold the chair's decision, Member A gets the floor.

Chair: "The 'Ayes' have it. The decision of the chair is upheld.  Member A has the floor."

If the majority votes to overturn the chair's decision, the chair will recognize Member B or proceed as per the assembly's decision.

Chair: "The 'Noes' have it. The decision of the chair is overturned. Member B has the floor."

END OF SCENARIO

“After the floor has been assigned to a member, he cannot be interrupted by calls for the questions, motions to adjourn, or other devices either by the chair or by another member( EXCEPT by a point of order ) another of the motions listed as being in order when another has the floor, or a procedure set forth in the section on disciplinary actions”  (Ngl I have no idea what this means so we’re gonna ask ChatGPT) 

Assigned Floor: Once a member is given the right to speak  (assigned the floor), they cannot be interrupted. 

The member cannot be interrupted by other members or the chair with calls for:

Calling the Question (a motion to end debate and proceed to vote)

Motions to Adjourn (a motion to end the meeting)

Other Devices (any other procedural motions)

Exceptions:

The member can only be interrupted by:

Point of Order: A member can interrupt to point out a breach in the rules.

Other Specified Motions: Certain motions that are allowed when another member has the floor (as specified in the assembly’s rules). (Don’t worry about this we’re not there yet according to the book, this is called the “Compendium of Rules on Motions”)

Disciplinary Actions: Procedures related to maintaining order and discipline within the assembly.

When a member needs to interrupt another member, he should rise, address the chair, and state at once the purpose for which he rises such as “to a point of order” so that both the chair and the interrupted member understand and can act on the interruption.  What does the interrupted member should take his seat, and the chair should proceed, whenever any member is speaking the chair should protect him in his right to address the assembly without interruption. 

Lets see a scenario: 

Member A Assigned the Floor:

Chair: "The chair recognizes Member A to speak."

Speaking Without Interruption:

Member A begins speaking about the proposal: "I believe we should allocate funds for the new project because..."

Attempted Interruption (Motion to Adjourn):

Member B wants to interrupt but should not make a motion to adjourn without having the floor. They should address the chair.

Member B: "Mr./Madam Chair, I move to adjourn the meeting." 

Chair: "Member A has the floor. The motion to adjourn is not in order at this time."

Valid Interruption (Point of Order):

Member C notices a rule violation and raises a point of order, addressing the chair without needing to obtain the floor.

Member C: "Mr./Madam Chair, point of order!"

Chair Acknowledges:

Chair: "The member will state their point of order."

Member C: "Mr./Madam Chair, Member A's speech is exceeding the time limit set for each speaker."

Chair Addresses the Point of Order:

Chair: "The point of order is well taken. Member A, please conclude your remarks."

Notice how Member B and Member C both did not obtain the floor, remember above “When a member needs to interrupt another member, he should rise, address the chair, and state at once the purpose for which he rises such as “to a point of order” so that both the chair and the interrupted member understand and can act on the interruption.” 

Motions: 

Before any subject is open to debate, three steps are necessary 

1. A motion must be made 

2. The motion must be seconded 

   1. “I second the motion” or “Second!” 

      1. Doesn’t mean a member endorses this motion but rather he wants it to be considered 

         1. (Some motions including Point of Order do not require seconds) 

            1. I need to see Compendium of Rules on Motions but thats for another day :) 

3. The motion be stated by the Chairman 

   1. Anika: A motion has been made to ______________  and properly seconded 

Lets see an example from Me: 

Laasya: Madam President  (Obtained the Floor)

Anika: Yes Madam Secretary 

Laasya: I move to consider that we quit chapter team (Motion has been made and seconded) 

Nishka: Second  

Anika: A motion has been made and properly seconded. Madam Secretary you now have the floor

If a motion is in Writing: 

• The motion should be handed to the chair to assist in the statement of the question and teh chair may decline to state the question on any main motion, amendment, or motion to commit if it is not in writing 

Don’t know what that means?? Neither do I.  Lets ask ChatGPT for A scenario: 

Scenario

Member A Proposes a Main Motion: (Remember this motion is not properly made or seconded, therefore this does not work) 

Member A: "Madam Chair, I move that we allocate $5,000 from the budget for the community outreach program."

Chair Requests the Motion in Writing:

Chair: "Thank you, Member A. For clarity and accuracy, please provide your motion in writing."

Member A Does Not Provide the Motion in Writing:

Member A does not have the motion written down and does not provide it to the chair.

Chair Declines to State the Question:

Chair: "Since the motion to allocate $5,000 from the budget for the community outreach program has not been provided in writing, I am unable to state the question at this time. Member A, please submit your motion in writing so that it can be properly considered."

Member A Submits the Motion in Writing:

Member A writes down the motion and hands it to the chair.

Chair States the Question:

Chair: "Thank you, Member A. The motion is now in writing. The motion before us is to allocate $5,000 from the budget for the community outreach program. Is there any discussion on this motion?"

Detailed Breakdown

Making a Motion: When Member A proposes a motion, they should write it down.

Chair’s Request: The chair asks for the motion in writing to ensure it is accurately recorded and clearly understood.

Refusal to State the Question: If the motion is not provided in writing, the chair refuses to present it to the assembly. This prevents misunderstandings or misstatements of the motion.

Submission in Writing: Once Member A provides the written motion, the chair can accurately state it to the assembly, ensuring everyone understands what is being discussed and voted on.

Ok so basically, whats going down below is just examples of things you can do with a motion. You can Alter, modify/withdraw, or withdraw second. Its confusing I know but I have an example below. 

1. Suggestions of Alterations:

   • Before the chair formally states the question (the motion), members can make brief suggestions to alter the motion.

   • These suggestions are informal and meant to save time but should not turn into a debate.

   • The presiding officer (chair) has the discretion to allow these informal remarks.

2. Modification or Withdrawal of the Motion:

   • The member who made the motion can modify or withdraw it before the chair states it.

   • Once the chair has stated the motion, the member cannot modify or withdraw it without the consent of the assembly, which requires a majority vote.

3. Seconding the Motion:

   • If the original mover modifies the motion before the chair states it, the member who seconded the motion can withdraw their second.

   • The member who seconded must take the initiative to withdraw their second; the chair does not ask them to do so.

Making a Motion:

• Member A: "Madam Chair, I move that we allocate $5,000 for the community outreach program."

Before the Chair States the Question:

• Chair: "Thank you, Member A. Is there any further input before I state the question?"

• Member B: "Madam Chair, perhaps we should consider allocating $4,500 instead."

• Member C: "Madam Chair, what if we allocate $5,000 but specify that it includes marketing expenses?"

Informal Remarks Allowed by the Chair:

• The chair allows these brief informal suggestions to help refine the motion but ensures it doesn’t turn into a debate.

• Chair: "Thank you for your input. Member A, would you like to adjust your motion based on these suggestions?"

Modifying the Motion Before It Is Stated:

• Member A: "Yes, Madam Chair, I modify my motion to allocate $5,000 for the community outreach program, including marketing expenses."

Seconding the Motion:

• Member B initially seconded the original motion but now decides to withdraw their second due to the modification.

• Member B: "Madam Chair, I withdraw my second."

Chair States the Modified Motion:

• Chair: "The modified motion is to allocate $5,000 for the community outreach program, including marketing expenses. Is there a second?"

• Member D: "I second the modified motion."

After the Chair States the Question:

• Once the chair states the question, Member A cannot modify or withdraw the motion without the assembly’s consent.

• If Member A wishes to withdraw the motion now, they need a majority vote from the assembly

Opening Debate: 

• The chair opens a 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 

“After a motion has been stated by the presiding officer, it is in the possession of the assembly for consideration including the application of other motions to it. The mover cannot withdraw or modify it except by requesting permission to withdraw or modify it or by moving an amendment to it explain what this means” 

This rule means that once a motion has been formally stated by the presiding officer (the chair), it becomes the property of the assembly (the group of members) for consideration and can be subject to other motions. Here’s a breakdown:

1. In Possession of the Assembly:

   • Once the chair has stated the motion, it is now in the possession of the entire assembly for discussion, amendment, and voting.

2. Mover's Limitations:

   • The member who made the motion (the mover) cannot simply withdraw or modify it without following specific procedures:

     • Requesting Permission: The mover can request permission from the assembly to withdraw or modify the motion.

     • Moving an Amendment: Instead of withdrawing or modifying, the mover can propose an amendment to their own motion.

   • ITS MAJORITY VOTE TO AMMEND A MOTION 

Explanation with Examples

1. Motion Stated by the Chair:

   • Chair: "The motion on the floor is to allocate $5,000 for the community outreach program. Is there any discussion?"

   • Once the chair states the motion, it is now in the possession of the assembly.

2. Withdrawal or Modification:

   • Mover: "Madam Chair, may I withdraw the motion to allocate $5,000 for the community outreach program?"

     • The mover seeks permission from the assembly to withdraw the motion.

   • Mover: "Madam Chair, I move to amend the motion to allocate $4,000 instead."

     • The mover proposes an amendment to their own motion, which can then be discussed and voted on.

3. Application of Other Motions:

   • Other members can now propose various motions related to the main motion, such as amendments, motions to postpone, refer to a committee, or close debate.

4. Assembly's Decision:

   • The assembly ultimately decides whether to grant permission to withdraw or modify the motion or whether to accept any proposed amendments.

DIVIDING A MOTION 

• A Motion may be complicated and capable of being made into several motions, no one member can insist upon its being divided  -> a member must move that the motion should be divided and specify how 

  • The motion to divide the question is like an amendment 

    • It requires a Second

    • Is not debatable 

    • Is amendable 

  • A member who wishes that the motion be divided differently may move to amend the division 

    • A MAJORITY VOTE decides if a motion will be divided, when a motion is to be divided each separate new motion must be a proper one for the assembly to consider even if the other new motions are rejected 

  • When a motion is divided each separate new motion must be a proper one for the assembly to consider even if the other new motions are rejected 

    • A motion to commit with instructions is indivisible 

      • Short answer it wouldn’t make any sense to divide

    • A motion to amend by striking out and inserting is indivisible 

    • A motion to divide a question in such a way that rewriting beyond the clerical level is required and not permitted 

  • A motion to divide the question may be made any time before voting begins 

    • A motion to divide a question is an incidental motion 

  • If a motion contains two or more parts on different subjects and each could stand alone any member MAY DEMAND that the motion must be divided into its obvious parts and the chair must comply, this is called division on demand and occurs when a committee makes many recommendations on diff topics 

    • Like with a resolutions committee 

Scenario: 

Motion as presented:

"I move that the council approves the renovation of Central Park with a budget of $200,000, establishes a new bus route connecting the downtown area to the suburbs, allocates $100,000 for this transportation project, and funds a community health fair with a budget of $20,000."

During the meeting, a council member, Jane, believes that each part of this motion should be considered separately since they cover different subjects and could each stand alone. She demands a division of the motion.

Division on Demand:

Jane states, "I demand that the motion be divided into its separate parts, so each can be considered independently."

Classification of Motions

Main (or Principal) Motions: A motion brought before the assembly for its consideration.  It can be of any particular subject that is independent of any other pending motion or parliamentary situation is a main motion 

• First step in any Parliamentary activity 

• Lowest rank of motions 

• Can only be made when no other motion is pending and it must b capable of standing by itself → Independent 

• Requires a second, debatable, and is amendable 

• Majority vote EXCEPT when it has the effect of changing something already adopted like bylaws or suspending s rule of order which it requires a ⅔ vote 

Subsidiary Motions: are a type of motion in parliamentary procedure that are used to modify, delay, or dispose of the main motion. They take precedence over the main motion and must be dealt with before the main motion can be considered.

• 7 such motions are more important than main motions and must be decided, if offered before a final decision on the main motion 

• They yield to higher-ranking motions like privileged motions and to incidental motions 

  • Examples of Subsidary Motions in order of precedence 

    • Lay on the Table: Temporarily sets aside the main motion. It can be taken up again later.

      • "I move to lay the motion on the table." This motion is used to temporarily set aside the main motion due to more urgent business. For example, if an important guest speaker arrives unexpectedly, a member might move to lay the current motion on the table to address the speaker.

    • Order the previous question:  Ends debate on the main motion and forces an immediate vote.

      • This motion is used to end debate and proceed to an immediate vote on the main motion. If discussion on a motion has been lengthy and repetitive, a member might use this to close debate.

    • Limit of extend limits of debates: Changes the amount of time allowed for debate or the number of times members can speak on the motion.

      • If a meeting is running long, a member might move to limit the time each person can speak.

    • Postpone definitely: Delays consideration of the main motion until a specific future time. 

      • "I move to postpone the motion to our next meeting." If additional information is needed before making a decision, a member might move to postpone the motion until the next scheduled meeting.

    • Commit or Refer: Sends the main motion to a committee for further study or refinement 

      • "I move to refer the motion to the finance committee." If a motion requires detailed study or a recommendation, a member might move to send it to a specific committee.

    • Amend: Modifies the main motion by adding, striking out, or substituting words.

      • "I move to amend the motion by adding 'and allocate $5,000 for marketing' after 'allocate $10,000 for new equipment'." If a member wants to modify the main motion to improve it or make it more acceptable, they can propose an amendment.

    • Postpone indefinitely: Kills the main motion without a direct vote on it. If adopted, the motion cannot be reconsidered in the same session. 

      • "I move to postpone the motion indefinitely." If a member believes the motion should not be considered at all, they can move to postpone it indefinitely.

  • These motions can be applied to main motions and some to their motions 

Incidental Motions: Incidental motions are procedural motions that arise during the consideration of other motions and must be resolved before the main motion can proceed. They are generally not related to the subject of the main motion but deal with issues of procedure. They take priority over the main motion and any subsidiary motions but yield to privileged motions unless they arise from them.

• Point of Order: This motion is used to question whether the rules of the assembly are being followed correctly. It can interrupt a speaker. Example:

• During a debate, a member says, "Point of order!" The chair responds, "State your point." The member explains, "The speaker is exceeding the time limit for debate." The chair then decides whether the point is valid and takes appropriate action.

• Appeal: This motion is used to challenge a decision made by the chair. The assembly then votes to either uphold or overturn the chair's decision. Example:

• The chair rules a member's motion out of order. The member disagrees and says, "I appeal the decision of the chair." The assembly then votes on whether to uphold the chair's ruling or not.

• Object to the consideration of a question: This motion is used to prevent a motion from being considered. It must be made before any debate on the motion has begun.

  • A member moves to discuss a controversial topic. Another member immediately says, "I object to the consideration of the question." If the objection is seconded and passes, the motion is not considered.

• Divide the Question: This motion is used to split a motion into two or more separate motions, so each can be considered and voted on separately

  • A motion is made to allocate funds for both a library and a gym renovation. A member says, "I move to divide the question so that we vote separately on the library and gym renovations.".

• Divide the assembly: This motion is used when a member doubts the result of a voice vote and requests a more accurate count, such as a show of hands. Example:

• After a voice vote on a motion, a member believes the result is unclear and says, "Division!" The chair then asks for a show of hands or another method to get a clear count

• Read Papers: This motion is used when a member wants to read from a document or paper that is not immediately available to the assembly. Example:

• A member says, "I move that the secretary read the minutes from the previous meeting." The chair asks if there are any objections. If there are none, the secretary reads the minutes.

• Withdraw or modify a motion: This motion is used when a member who made a motion wants to withdraw it or modify it after it has been stated by the chair.

  • A member who made a motion realizes it needs changes and says, "I move to withdraw my motion" or "I move to modify my motion by adding the phrase 'pending budget approval'."

• Suspend the rules :This motion is used to temporarily suspend specific rules of the assembly to allow something that would otherwise be against the rules.

  • A member wants to extend the meeting time beyond the usual limit. They say, "I move to suspend the rules and extend the meeting time by 30 minutes." If the motion passes, the meeting can continue for the additional time.

Privileged Motions: Given High rank because of their importance, taking precedence of most other motions 

• Not debatable 

• Only 4 of these motions 

  • Adjourn: This motion is used to end the meeting immediately. It takes precedence over most other motions. 

    • When the scheduled end time of a meeting is approaching or the agenda is complete, a member may say, "I move to adjourn." If the motion is seconded and approved, the meeting ends.

      • Scenario

        • Chair: "We have completed the items on our agenda. Are there any final announcements?"

        •  Member 1: "Just a reminder about the upcoming fundraiser next week."

        •  Chair: "Thank you. If there are no further announcements, we will proceed with our closing ceremony." (Closing ceremony is conducted) 

        • Chair: "Is there a motion to adjourn?" 

        • Member 2: "I move to adjourn."

        •  Member 3: "Second." 

        • Chair: "It has been moved and seconded that we adjourn. All in favor say 'Aye.'"

        •  Assembly: "Aye."

        •  Chair: "The meeting is adjourned."

  • Recess: This motion is used to take a short break during the meeting. It specifies the length of the break. Example:

• A member might say, "I move to take a 15-minute recess." If the motion is seconded and approved, the meeting pauses for 15 minutes and then resumes.

• Raise a question of privilege 

  • This motion is used when a member wants to address an urgent matter affecting the rights or comfort of the assembly or an individual member.

    • If the room is too hot and making it difficult for members to concentrate, a member might say, "I rise to a question of privilege." The chair responds, "State your question." The member might then say, "It's too hot in here; can we adjust the temperature?" The chair can then take appropriate action.

  • Does not require a vote 

• Call for the orders of the day 

  • If the assembly is discussing an unscheduled topic and it's time to address the next scheduled item on the agenda, a member might say, "I call for the orders of the day." This motion does not need a second and requires the assembly to return to the planned agenda.

Privileged Motions (Lets go into details):