Animal Science 2: Leadership and SAE OBJECTIVE 1.02: UNDERSTAND PARLIAMENTARY PROCEDURE

Parliamentary Procedure  A. Definition of Parliamentary Procedure- using well-defined rules to conduct business through a formal, organized approach. (Roberts Rules of Order).  1. Robert’s Rules of Order – Book of parliamentary authority by Henry M. Robert that serves as the basis for parliamentary law.  2. By-laws – Written document that gives the mission of the group (organization), provides procedures that govern its operation and forms framework where parliamentary procedure is used.

B. Parliamentary Procedure Vocabulary  1. Order of Business – Sequence followed in conducting a business meeting.  2. “The Chair” – official term for the person presiding.  3. Quorum – The number or percentage of members required to conduct business.  4. Majority vote – more than half vote on the same side. (51 of 100)

B. Parliamentary Procedure Vocabulary  5. Two-thirds vote – vote required for motions that take away privileges such as the right to discuss; make nominations; motions that do things normally against the rules or change the rules (by-laws). Example of 2/3 Vote for 30 people voting would be 20 voting in favor in order to pass the motion.

C. Objectives  1. Extend courtesy to everyone.  2. Focus on one item at a time.  3. Observe the rule of the majority  4. Protect the rights of the minority

D. Discussion should be directed by “the Chair” so that:  1. The member who made the motion has first opportunity to discuss.  2. Members who have not spoken yet are given priority to discuss.  3. If possible, alternating positions for and against are presented.

E. Four Methods of Voting  1. Voice vote.  2. Visual vote (standing or raising hands).  3. Roll call.  4. Ballot.

F. Steps in Making and Disposing (Handling) motions:  1. Member stands and addresses the presiding officer, “Mr./Madam President, etc.” and awaits recognition. (Division, Point of Order, Appeal do not require recognition so steps 1 and 2 are amended to the situation)  2. Presiding officer assigns the floor by giving recognition to speak.  3. Member states his/her motion by saying “I move…”  4. Another member seconds the motion (Some motions such as Division and Point of Order do not require a second so this step is skipped).

F. Steps in Making and Disposing (Handling) motions:  5. The chair states the question on the motion, by saying “The motion has been made and seconded to.. and announces whether it is debatable, amendable and the vote required.”  i. Neither making the motion nor seconding the motion can put it before the assembly or on the floor.  ii. Only the chair can do that. (Robert’s Rules of Order)  6. The chair calls for discussion if the motion is debatable by saying some form of “Is there any discussion?” (See F. above for more details).

F. Steps in Making and Disposing (Handling) motions:  7. The chair restates the motion and calls for the vote.  i. “The motion before us is to have a banquet.”  ii. All in favor of the motion say “aye”, all opposed say “no”.  8. The chair announces the result of the vote by telling four things:  i. Result of voting, “the “ayes” have it” or “the “no’s” have it”  ii. Declare if the motion is adopted or lost  iii. Effect of the vote or order the execution of the vote  iv. Announce the next item to be considered or that the floor is open for business

G. Parliamentary Procedure Abilities  1. Main Motion – Used to present a new item of business for consideration and is preceded by saying “I move..”.  2. Amendment – Used to change a motion by striking out, adding or substituting words by saying “I move to amend the motion by..”  3. Division of the House (Assembly) - Used to get a re-vote on a “voice” vote or “hand” vote by asking for a “rising” vote. The member asking for a division may say “Division” or “I call for a division” after “the chair” without standing or being recognized.

G. Parliamentary Procedure Abilities  4. Refer to a Committee – Used to place the motion in the hands of a small group and is stated by saying, “I move we refer this motion to..” The maker of the motion should include the number on the committee, how they are appointed, their powers, duties and when to report back.  Powers include:  1. Power to act for the group  2. Power to investigate and report back  3. Power to investigate and make recommendations.

G. Parliamentary Procedure Abilities  5. Previous Question - the formal motion to stop discussion. (This is not be confused with the person who shows their desire to vote by saying “Question”). The member making the motion must receive recognition and then make the motion by saying “I move the previous question” or “I move to stop debate”  6. Point of Order - Used to correct a parliamentary mistake or enforce rules. The Member stands but does not wait to be recognized and states the motion by saying, “I rise to point of order” or “point of order.”

G. Parliamentary Procedure Abilities  7. Appeal - Used to ensure that the majority of the group agrees with a ruling of the chair. It is often used when one does not agree with the ruling on a point of order. The member should stand but does not wait to be recognized before saying “I appeal the decision of the chair”.  8. Suspend the Rules - Used to temporarily suspend the rules of an organization. A member must receive proper recognition to make the motion by saying “I move to suspend the rules of..”  9. Adjourn – Use to close the meeting. The member upon receiving proper recognition from the chair states the motion by saying “I move to adjourn”.

G. Parliamentary Procedure Abilities  10. Relinquishing the duties of the chair. The chair that wishes to participate in debate should call upon the ranking officer who has not debated or wishes to debate to assume his/her duties until the pending item is disposed of.  i. The chair may also relinquish their duties to deal with urgent matters that require their attention outside the meeting but this should be used only in remote circumstances.  ii. Upon resuming their duties, the chair will be informed of the action taken by the person who assumed the chair in their absence

G. Parliamentary Procedure Abilities  11. Lay on the Table – Used to lay aside a pending question temporarily in order to handle something more urgent that has arisen or something that needs to be addressed before the consideration of the pending question can be resumed. Upon receiving proper recognition, the maker of the motion says “I move to lay the question on the table”  i. Member stands and is recognized to make this motion.  ii. Motion must be seconded.  iii. Cannot be debated.  iv. Cannot be amended.

G. Parliamentary Procedure Abilities  v. Requires a majority vote to table.  vi. Negative vote on the motion may be reconsidered.  vii. Special Notes on Lay on the Table:  1. Often used wrongly to postpone indefinitely or to postpone action to a definite time.  2. When organizations hold regular business meetings a minimum of once a quarter, a motion that is laid on the table remains there until the end of the next regular business session and if it not taken up by the motion “to take from the table”, it dies.

G. Parliamentary Procedure Abilities  12. Reconsider – Used to bring for further consideration a motion that has already been voted on (perhaps the motion was voted on without all the needed information available)  i. Member stands and is recognized to make this motion and says ”I move to reconsider the motion to”.  ii. Motion must be seconded.  iii. Can be debated if the motion being reconsidered is debatable.  iv. Cannot be amended.

G. Parliamentary Procedure Abilities  v. Requires a majority vote to pass.  vi. Cannot be reconsidered.  vii. Special Notes on Reconsider:  1. Must be made by someone who voted on the prevailing side.  2. In an ordinary club meeting, the motion to reconsider can be made only on the same day the vote to reconsidered was taken.  3. In a convention setting, it can be taken up on the next succeeding day as well.

G. Parliamentary Procedure Abilities  13. Rescind – Used to cancel or countermand a motion previously adopted  i. Member stands and is recognized to make this motion and says ”I move to rescind the motion to”.  ii. Motion must be seconded.  iii. Can be debated and can be on the motion being rescinded itself.  iv. Can be amended.

G. Parliamentary Procedure Abilities  v. Requires a majority vote with notice or 2/3 vote without notice.  vi. Negative vote only can be reconsidered.  vii. Special Notes on Rescind:  1. There is no time limit on this motion.  2. The only restriction is that when action has been taken that cannot be undone such as a banquet that has already been held.

G. Parliamentary Procedure Abilities  14. Take from the Table – Used to bring an item back before the assembly that was previously tabled  i. Member stands and is recognized to make this motion and says “I move to take from the table the motion to”  ii. Motion must be seconded.  iii. Cannot be debated.  iv. Cannot be amended.  v. Requires a majority vote to take from the table.  vi. Cannot be reconsidered

G. Parliamentary Procedure Abilities  15. Close Nominations  i. Member stands and is recognized to make this motion and says “I move to close nominations”  ii. Motion must be seconded.  iii. Cannot be debated.  iv. Can be amended.  v. Requires a 2/3 vote.  vi. Cannot be reconsidered