Comprehensive Study Guide on Parliamentary Procedure and Progress of Motion

Lesson 6: Progress of Motion

Objectives

• To identify the eight steps in handling a motion.
• To determine the appropriate uses of technical terms as a form of decorum.

The Eight Steps in Handling a Motion

Parliamentary rules prescribe eight specific steps in handling a motion:

• Step 1: Obtaining the Floor

  • Before a member is allowed to make a motion, they must first obtain the floor by rising and addressing the Chair by official title, such as "Mr. President," "Mr. Chairman," "Madam Chair," "Mr. Moderator," or another appropriate title.
  • Generally, a member may only rise when no other member has the floor, except for certain motions that do not require recognition from the Chair.

• Step 2: Recognition from the Chair

  • A member obtains the floor when the presiding officer acknowledges them by calling their name, addressing them as "Mr….", "Ms….", "the gentleman from…", "the honorable…", or by simply pointing or nodding to them.
  • When two or more members rise to obtain the floor at the same time, the Chair should prioritize:
  1. The proponent of the motion.
  2. A member who has not spoken yet or who seldom speaks.
  3. Alternating recognition between supporters and opponents of the motion.

• Step 3: Presentation of Motion

  • A motion is introduced by the phrase, "I move that…" followed by a statement of the proposal framed in brief and concise language.
  • Examples:
  • "I move that the Bukidnon State University Debate Club will send six delegates to the Mindanao-wide Debate Championships."
  • "I move that the following resolution be adopted: Resolved that…"
  • A proposal should always be expressed in an affirmative sense to avoid unnecessary confusion in the minds of the members when voting on the question (a "question" refers to any proposition submitted to the assembly for consideration).
  • If a proposal expresses a negative intent, it should be phrased so as not to break the logic that an affirmative vote indicates a desire to take a positive action. For example:
  • "I move that the Bukidnon State University Debate Club will dispense with the sending of delegates to the Mindanao-wide Debate Championships."

• Step 4: Seconding the Motion

  • Before a motion can be deliberated upon, it must, as a rule, be seconded. Any member may do this by saying, "I second the motion" without needing to rise or obtain the floor.
  • A second indicates that at least one member other than the proponent is interested in bringing the question before the assembly. The proponent cannot second their own motion.
  • If a motion requiring a second is not seconded, it is declared lost, meaning it cannot be brought before the assembly for consideration.
  • Before declaring a motion lost, the Chair must ascertain if anyone seconds it by asking:
  • "Has the motion been seconded?" or "Is there a second to the motion?"
  • If no one seconds it, the Chair declares:
  • "For lack of second, the motion which states that… is lost."

• Step 5: Statement of the Motion

  • A motion becomes official before the assembly for consideration after the Chair states it (also known as "stating the question").
  • The presiding officer states the motion by repeating it verbatim or in substance, and, where appropriate, announcing that it has been seconded.
  • Examples:
  • "It has been moved and seconded that the Bukidnon State University Debate Club will send six delegates to the Mindanao-wide Debate Championships. Any remarks? More remarks? Furthermore remarks?"
  • "It has been moved and seconded that following resolution be adopted: Resolved that… Any remarks? More remarks? Furthermore remarks?"

• Step 6: Discussion of the Question

  • After the Chair states the question, it is presented before the assembly for consideration, debate, or modification through amendments before action is taken.
  • Any member may speak on the question after obtaining the floor (as outlined in Step 1).
  • Debate must be strictly confined to the pending question and devoid of personalities.
  • Speakers must address all remarks to the Chair, use proper language, and maintain courteous deportment.

• Step 7: Voting on the Question

  • After thorough discussion and/or amendment, the Chair brings the question to the assembly for action (approval, disapproval, or another course of action).
  • Most motions require only a majority vote, in which case the Chair puts the question as follows:
  • "As many as are in favor to the motion which states that … may raise their right hand (or use other ways of voting) (and pause) and for those who oppose may do the same."

• Step 8: Announcing the Vote

  • After the vote is taken, the Chair announces the result by declaring whether the motion has been approved or not.
  • Example:
  • "Majority vote cast in/not in favor, so the motion which states that, the Bukidnon State University Debate Club will send six delegates to the Mindanao-wide Debate Championships is carried and approved by the body."
  • Announcing the vote makes the decision official for record purposes and terminates deliberation on that question.
  • If a new question is introduced, the procedure is repeated from Step 1.

Lesson 6 Self Check

• 1. What are the different addresses of the presiding officer?
• 2. Who should be recognized first by the chair to speak?
• 3. How should the chair recognize the member?
• 4. What are the features of a motion or proposal?
• 5. Why should a motion be seconded? What does it mean if no one seconds the motion?
• 6. Can the presiding officer rephrase the statement of the proposer? How?
• 7. What is the scope or extent or limit of the discussion or debate of a certain idea?
• 8. What are the mechanics of the debate?
• 9. Can a lost motion or proposal be made again in the same meeting? Why?
• 10. What is the importance of announcing the result/vote?

Skill Sheet for Handling Main Motions

Assumes that no other motion is pending.

• Step 1: Member Rises and Addresses the Chair

  • Description: A member rises and addresses the chair (chairman) by his/her official title as designated in the bylaws when no one else has the floor and there is no other motion pending.
  • Dialogue Example: JOHN: (Rising) "Mr./Madam President." (John remains standing. In some organizations, "Mr./Madam Chairman" may be a proper title.)

• Step 2: Chair Recognizes the Member

  • Description: The chair recognizes the member by announcing his/her name or by nodding in a small assembly.
  • Dialogue Example: CHAIR: "John." (The chairman remains standing.)

• Step 3: Member Makes a Main Motion

  • Description: The member makes a main motion by starting out with the words "I move that" and is then seated. Never use the words "I so move" when making a main motion. Use as few words as possible, including details such as what, when, where, how, and who. Motions proposing that the assembly "refrain from doing something" or containing negative statements should not be used due to potential voting confusion.
  • Dialogue Example: JOHN: (Standing) "I move that we hold our annual picnic in the city park on July 15th." (John resumes his seat.)

• Step 4: Another Member Seconds the Main Motion

  • Description: Another member seconds the main motion while seated and without recognition from the chair. If there is no second, even after the chair asks for one, the chair states, "Since there is no second, the motion is not before this meeting."
  • Dialogue Example: ANOTHER MEMBER: (Seated and without being recognized) "I second it." (Other valid forms include "I second the motion" or "Second!").

• Step 5: Chair States the Main Motion ("Stating the Question")

  • Description: The chair states the main motion to the assembly. This is called "stating the question."
  • Dialogue Example: CHAIR: "It is moved and seconded that we hold our annual picnic in the city park on July 15th." (The chairman remains standing.)

• Step 6: Assembly Debates the Merits of the Main Motion

  • Description: The assembly debates the merits. The maker of the motion is entitled to debate first. Each member may debate for $10\,\text{minutes}$, twice. Members must rise and address the chair, be recognized before speaking, and sit after debating. All debate must be germane to the main motion. The chairman should be seated during debate.
  • Dialogue Example: CHAIR: "Is there any debate?" (The statement "Are you ready for the question?" may be used instead of "Is there any [or further] debate?").

• Step 7: Chair Takes a Vote ("Putting the Question")

  • Description: The chair takes a voice vote on the main motion. The affirmative vote is taken first. If voice vote results are inconclusive, the chair may call for a Division of the Assembly by taking a rising vote or a rising, counted vote. Any member can demand a rising vote by calling out "Division!".
  • Dialogue Example: CHAIR: "Is there further debate?" (Pause for response) "The question is on the adoption of the motion that we hold our annual picnic in the city park on July 15th. Those in favor, say 'Aye.'" (Pause for response) "Those opposed, say 'No.'" (Pause for response. The chairman remains standing.)

• Step 8: Chair Announces the Outcome

  • Description: The chair announces the outcome of the vote, whether the motion is adopted or lost, the effect of the vote, and the next action of the assembly. If a main motion receives a tie vote, it is lost. If a rising, counted vote is taken, the chair states the count before announcing the prevailing side, and it is recorded in the minutes.
  • Dialogue Example (If Adopted): CHAIR: "The 'Ayes' have it, and the motion is adopted. We will hold our annual picnic in the city park on July 15th. Is there further new business?" (The chairman remains standing.)
  • Dialogue Example (If Lost): CHAIR: "The 'Noes' have it, and the motion is lost. We will not hold our annual picnic in the city park on July 15th. Is there further new business?" (The chairman remains standing.)

Transacting Business at a Meeting

• A. Quorum

  • 1. A quorum is the minimum number of members who must be present at a meeting for business to be legally transacted.
  • 2. An organization, in its established rules, may define its own quorum.
  • 3. In the absence of such a provision, the quorum is a majority of the entire membership ($50\% + 1$).

• B. Obtaining the Floor

  • 1. Before making a motion or speaking in debate, a member must obtain the floor by being recognized by the chair as having the exclusive right to be heard at that time.
  • 2. If two or more members rise at the same time, the member who rose and addressed the chair first after the floor was yielded is usually entitled to recognition. Prior claim cannot be established by rising before the floor has been yielded.

• C. Introducing Business (Making Motions)

  • 1. Business may be introduced by an individual member or by a committee.
  • 2. Business is always introduced in the form of a motion.

• D. Seconding a Motion

  • 1. After a motion is made, another member may second it without rising or obtaining recognition.
  • 2. A second merely implies agreement that the motion should come before the assembly, not that the seconder necessarily favors it.
  • 3. A motion made by a committee requires no second, as its introduction was already approved by a majority of the committee.
  • 4. The purpose of a second is to prevent wasting assembly time on a motion that only one person wants introduced.

• E. Placing a Motion Before the Assembly

  • 1. After a motion is made and seconded, the chair repeats it verbatim, placing it before the assembly for debate and action.
  • 2. Between the making of a motion and the chair restating it, the maker may modify or withdraw it simply by stating that intention. Once restated by the chair, it is officially before the assembly and must be dealt with appropriately (adopted, rejected, postponed, etc.).

• F. Debate

  • 1. Every member has the right to speak on every debatable motion before final action; this right cannot be interfered with except by a motion to limit debate.
  • 2. All discussion must be strictly confined to the immediately pending question and whether it should be adopted.
  • 3. While debate is in progress, amendments or secondary motions can be introduced and disposed of.
  • 4. Without a special rule on speech length, a member can speak no longer than $10\,\text{minutes}$ unless granted consent by unanimous consent or a motion to extend debate. Debate may be shortened by a motion to limit debate.
  • 5. No member may speak twice on the same motion at the same meeting if another member who has not spoken desires the floor.
  • 6. Speaking twice on a particular question on the same day exhausts a member's right to debate that question for that day, unless rules are suspended.
  • 7. Members must never attack or question the motives of another member during debate.
  • 8. The maker of a motion is not allowed to speak or vote against their own motion; to do so, they must withdraw the motion.

• G. Amendments

  • 1. Before a motion is restated by the chair, the maker may modify or withdraw it. After restatement, it can only be modified via an amendment.
  • 2. There are six methods to amend a motion:
  • a. Add word/s, phrase/s, or sentence at the end of a motion.
  • b. Insert word/s, phrase/s, or sentence.
  • c. Strike word/s, phrase/s, or sentence.
  • d. Strike and insert word/s, phrase/s, or sentence.
  • e. Strike and add word/s, phrase/s, or sentence.
  • f. Substitute a whole paragraph or an entire text.
  • 3. Only two amendments (primary and secondary) may be pending on a main motion at one time.
  • 4. Discussion of an amendment must relate strictly to that amendment, unless the entire motion is involved by substitution.
  • 5. An amendment must be germane to the question under consideration.

• H. Voting

  • 1. Unless special rules apply, a majority vote decides (more than half of votes cast by eligible voters, excluding blank ballots or abstentions).
  • 2. Default voting is by voice vote unless otherwise provided.
  • 3. If the presiding officer is a member, they may vote by ballot like any member. In other cases, they may (but are not obligated to) vote whenever their vote affects the result (i.e., breaking or creating a tie).
  • 4. Members have no right to "explain their vote" during voting, as that constitutes debate.
  • 5. Any member may request a division of the assembly if uncertain about the vote result.

• I. Announcing a Vote

  • 1. The chair's announcement must:
  • a. Report on the voting itself, stating which side prevailed.
  • b. Declare whether the motion is adopted or lost.
  • c. State the effect of the vote or order its execution.
  • 2. Examples:
  • Voice/Rising Vote (uncounted): "The ayes have it, the motion carries, and the brochure will be published."
  • Counted Vote: "There are 14 in the affirmative and 15 in the negative. The negative has it and the motion is lost. No additional funds will be spent on publicity this semester."

• J. Adjournment

  • 1. A motion to adjourn can be made by any member during consideration of business, but it cannot interrupt a speaker.
  • 2. A motion to adjourn is out of order when the assembly is voting or verifying a vote.
  • 3. If voted down, a motion to adjourn can only be made again after the disposition of some business.
  • 4. A motion to adjourn is out of order while the assembly is arranging the time and place for the next meeting.
  • 5. When no further business remains, the chair may simply adjourn the meeting directly without waiting for a motion.

Lesson 7: Parliamentary Procedure Guide

Objectives

• To identify the characters and their roles in meetings.
• To familiarize the lines of the characters during the meeting.
• To understand how principles and methods learned are applied.

Meeting Script & Scripted Dialogues

• 1. Quorum Check & Ceremonies

  • Chair: "Madam Sec, are we in quorum?"
  • Secretary: "Yes, Mr. Chairman we are in quorum."
  • Chair: "The chair declares that there's a quorum." (Chair taps the gavel once)
  • Chair: "Requesting Mr./Ms. [Name] to please lead us in prayer to be followed by the singing of the Pambansang Awit to be led by Mr./Ms. [Name]." (After the anthem, chair taps the gavel once to order the body to take their seats)

• 2. Call to Order

  • Chair: "The meeting now will please come to order." (Chair taps the gavel twice)

• 3. Roll Call

  • Chair: "Madam Sec, kindly call the roll of members."
  • Secretary: "All are present, Mr. Chairman" (If all are present)

• 4. Reading of Previous Minutes

  • Chair: "Thank you, Madam Sec. Madam Sec, kindly read the minutes of the previous meeting."
  • Secretary: "Mr. Chairman, there is no need for me to read the minutes of the previous meeting since copies have already been distributed among members."
  • Chair: "Since copies have already been distributed among members, I presume that everybody has read it. Is there any remarks, clarification, or correction regarding the minutes of the previous meeting?" (If none, proceed to adoption)

• 5. Adoption of Minutes

  • Member: "Mr. Chairman (upon recognition of the Chair), I move to adopt the minutes of the previous meeting."
  • Other member(s): "I second the motion."
  • Chair: "It has been moved and properly seconded that the minutes of the previous meeting be adopted. Being not debatable and amendable, let's come to vote. As many as are in favor to the motion adopting the minutes of the previous meeting, may raise their right hands [(or use other ways of voting): (pause for a while)] and for those who oppose may do the same."
  • Chair (after counting): "Majority vote (depends upon the actual vote cast) cast in favor, so the motion adopting the minutes of the previous meeting is carried and approved by the body." (Chair taps the gavel once)

• 6. Reading / Suspension of Standing Rules

  • Chair: "Madam Secretary, kindly read the standing rules."
  • Secretary (if present): "Mr. Chairman, the standing rules are the following…"
  • Member (Optional Motion to Suspend): "Mr. Chairman (upon recognition of the Chair), I move to suspend the rule of reading the standing rules." (Seconded)
  • Chair: "It has been moved and properly seconded that the rule of reading the standing rules be suspended. Being not debatable and amendable, let's come to vote. As many as are in favor to the motion suspending the rule of reading the standing rules may raise their right hands [(or use other ways of voting); (pause for a while)] and for those who oppose may do the same."
  • Chair (after counting): "$\frac{2}{3}$ vote (depends upon the actual vote cast) cast in favor, so the motion suspending the rule of reading the standing rules is carried and approved by the body." (Chair taps the gavel once)

• 7. Committee Reports

  • Chair: "Madam Secretary, do we have committee reports?"
  • Secretary (if none): "None Mr. Chair" (Proceed to item 9)
  • Secretary (if present): "Yes, Mr. Chair, we have a committee report chaired by Mr./Ms. [Name]."
  • Chair: "Requesting the committee chair on [Committee Name] to render his/her report."
  • Chair (after report): "You have just heard the report of the committee on [Committee Name]. So what's the pleasure of the body?"

• 8. Action on Committee Reports

  • Member: "Mr. Chairman (wait for recognition), I move to adopt (or use another course of action) the committee report on [Committee Name]." (Seconded)
  • Chair: "It has been moved and properly seconded that the committee report on [Committee Name] be adopted. Any remarks? (If none) There being none, then let's come to vote. As many as are in favor to the motion adopting the committee report on [Committee Name] may raise their right hands [(or use other ways of voting); (pause for a while)] and for those who oppose may do the same."
  • Chair (after counting): "Majority vote (depends upon the actual vote cast) cast in favor, so the motion adopting the committee report on [Committee Name] is carried and approved by the body." (Chair taps the gavel once)

• 9. Special Reports

  • Chair: "Madam Secretary, do we have special reports?"
  • Secretary (if none): "None, Mr. Chair" (Proceed to item 10; if present, repeat procedures as in committee reports)

• 10. Unfinished Business

  • Chair: "Madam Secretary, do we have unfinished business?"
  • Secretary (if none): "None Mr. Chairman" (Proceed to item 11)
  • Secretary (if present): "Yes, Mr. Chairman. The first business is with regard to the [Topic]."
  • Note: After business is laid before the body, treat each agendum as new business. Motions moved in previous meetings need not be moved again.

• 11. Transition to New Business

  • Chair: "There being none, the chair declares this meeting duly open for the transaction of business or attention to any matter that shall be properly presented." (A tap of gavel) "We will now proceed to the new order of business. Madam Secretary, what is the first item of business to be taken up?"
  • Secretary: "The proposal is well known to everybody, Mr. Chairman."

• 12. Introducing New Business

  • Chair: "Since the proposal is well known to everybody, then what's the pleasure of the body?"
  • Member: "Mr. Chairman (wait for recognition), I move that …" (State desired motion/first agendum; requires a second).

• 13. Handling Discussion, Amendments, or Objections

  • Chair: "It has been moved and properly seconded that … (state main motion). Any remarks or discussion?"
  • a. Debating the Motion:
  • Agreeing Member: "Mr. Chair, I agree with the motion because… (state reason)…"
  • Disagreeing Member: "Mr. Chair, I beg to disagree with the motion because… (state reason)…"
  • Responding to prior speaker: "Mr. Chairman, I beg to disagree/agree to the opinion of the previous speaker because … (state reason/s)…"
  • b. Amending the Motion:
  • Member: "Mr. Chair, I move to amend the main motion by (adding, deleting, inserting or substituting the word/s, phrase or number/s) such that if the main motion be amended, it will be read as…" (State proposed amended motion; requires a second).
  • Note: Amendments are voted on prior to the main motion. While pending, debate is restricted strictly to the amendment.
  • c. Objecting to the Motion:
  • Member: "Mr. Chair, I object to the motion (reasons may be given)" OR "Objection to the consideration of the pending question, Mr. Chair."
  • Chair: "Objection is raised, so let's come to vote. As many as are in favor to the objection to the pending question which states that (state motion) may raise their right hands [(or use other ways of voting); (pause for a while)] and for those who oppose may do the same."
  • Chair (after counting): "Majority vote (depends upon the actual vote cast) cast in favor, so the objection to the pending question which states that (state motion) is carried and approved by the body." (Chair taps the gavel once)

• 14. Voting on Main Motion / Amendment

  • Chair: "More remarks? Some more remarks? Furthermore remarks? There being none, then let's come to vote. As many as are in favor to the motion [(state motion); (or amendment)] may raise their right hands [(or use other ways of voting); (pause for a while)] and for those who oppose may do the same."
  • Chair (after counting): "Majority vote (depends upon the actual vote cast) cast in favor, so the motion which states that (state motion or amendment) is carried and approved by the body." (Chair taps the gavel once)

• 15. Subsequent Agenda Items

  • Chair: "Madam Secretary, what is the next item of business to be taken up?"
  • Secretary: "None, Mr. Chairman!" (If agenda remain, state next item and repeat steps 12-15).

• 16. Other Matters, Announcements, and Adjournment

  • Chair: "How about the members?" (Members may present items not in the prepared agenda).
  • Chair (if no other matters): "Before we adjourn, the chair would like to announce to the assembly that…" (Enumerates announcements).
  • Chair: "The chair declares this meeting adjourned (one tap of gavel), until the next meeting that shall be called by the presiding officer." (Three taps of gavel to signal official dismissal of the body).

Lesson 7 Self Check

• 1. Who are involved characters in the deliberative assembly?
• 2. What are the roles of each character?
• 3. How can these characters show courtesy and respect in a meeting?
• 4. What are the uses of tapping the gavel?
• 5. When is amendment necessary?

Parliamentary Procedure Summary Guide

• 1. Quorum

  • a. Requires a majority of the members to legally transact business ($50\% + 1$).
  • b. Associated with one tap of the gavel upon declaration.

• 2. Ceremonial Opening

  • Includes Opening Prayer and optional Pambansang Awit.

• 3. Call to Order

  • a. Requires two taps of the gavel.
  • b. Formally signals the start of the meeting.

• 4. Roll Call

  • a. Used to verify attendance.

• 5. Reading and Consideration of Minutes

  • a. Checks the accuracy of the official record.
  • b. Approval requires one tap of the gavel.

• 6. Reading of Standing Rules

  • a. Refers to temporary rules or minor policies adopted by an organization to carry out specific details of governance.
  • b. Requires a majority vote to adopt/handle (and $\frac{2}{3}$ vote to suspend as shown in script).

• 7. Presentation of Regular Committee Reports

  • a. Committee chairs render their respective reports.
  • b. Each report is followed by a motion for adoption (acceptance).
  • c. Approval of the report requires one tap of the gavel.

• 8. Presentation of Special Committee Reports

  • a. Special reports arise only when specific needs exist.
  • b. Follows the same methods of presentation as regular committee reports.

• 9. Consideration of Unfinished Business

  • a. Refers to agenda items raised in the previous meeting that were not completed.
  • b. Handled using the same procedures as new business.

• 10. Consideration of New Business

  • a. Refers to planned agenda items.
  • b. Each agendum is framed as a main motion.
  • c. Represents the primary purpose of holding the meeting.

• 11. Announcements

  • a. Presented by the vice president, secretary, or most commonly the presiding officer.
  • b. Delivered prior to meeting termination to inform members before dismissal.

• 12. Adjournment

  • a. The formal termination of the meeting.
  • b. The chair taps the gavel once upon declaring adjournment.
  • c. The chair taps the gavel three times to officially dismiss the assembly.