Some Comments on the Conduct of IEEE Meetings by Ray Findlay 2002 IEEE President Director Emeritus

The Orderly Conduct of Business The rules are designed in such a way as to enable the body to get through the business of the day expeditiously. Also, the rules are meant to give a fair hearing for all participants, whether as presenters or in debate. The Chair ensures the impartiality of decisions such that the members may discharge their fiduciary responsibilities as appropriate. According to the legal interpretation, you are each individually acting on behalf of the public first and all the members second (we are a not-for-profit corporation operating under New York State Not-for-profit legislation).

Precedence There is a hierarchy of procedural precedence governing the rules of order: Accepted Practice (usually according to historical precedence) Rules of the body (as might occur during the meeting to resolve an issue of order) Robert’s Rules of Order

The Caucus versus the Meeting The usual IEEE practice is to expedite business by having an informal session first to give members appropriate information that will enable us to outline the issues that we might wish to debate. We call this pre-meeting a caucus. During the caucus there are no motions put. There is an agenda, which the Chair will follow in the usual way to ensure that all member concerns are met. One objective is to establish those items on which there is consensus. They can be moved to the consent agenda for the main meeting.

The Chair will ask, “Are there any objections to placing this motion on the consent agenda. Seeing none, the item will be on the consent agenda.” If there is a single objection that cannot be resolved quickly, the Chair will determine that the item be placed on the active agenda to be debated during the meeting. During the break, some objections may be resolved, enabling the item to be placed on the consent agenda. Note that all conditions are met for all main motions, even those requiring two thirds majority votes to pass. The only exceptions are those motions requiring prior notification, that affect member rights, in the case where notification has not been made (eg bylaws).

The Main Business Meeting The Caucus, and other information sessions precede the main business meeting. Usually, in IEEE Canada meetings, the main business meeting will be held on Sunday morning, after all information sessions and the caucus. The main business meeting is held strictly according to certain rules of procedure. The following rules apply to the conduct of business during the main business meeting:

The Chair’s Three Principles Take up business one issue at a time Democratic Principle: promote courtesy, justice, impartiality and equality The majority rules, while protecting the rights of the minority, the public and other members

The Chair’s Responsibilities The Chair ensures that there is no debate without a motion or resolution duly stated and seconded on the floor. The Chair ensures that order is kept. Consequently, all remarks must be addressed to the Chair. The Chair determines the order of debate. Thus, you must be recognized by the Chair before you may enter into debate. Normally the Chair or the Chair’s designate keeps a list of people wishing to speak to a motion. The usual practice is to allow any voting member of the body to speak no more than twice on a motion. The Chair may allow non-voting members to speak at his discretion.

5. The Chair may determine that no one may speak a second time until all members have had an opportunity to speak once, if they wish. The Chair does not enter into debate. (More about this later.) Appeal from a decision of the Chair: The Chair’s rulings on order may be challenged. It takes a motion, which must be duly seconded. A simple majority upholds the Chair’s ruling or overturns it. If the Chair’s ruling is appealed, members may only speak once in favour or against the Chair’s ruling. Note that in this case the Chair is expected to state reasons for the decision, which may be done after debate, but before the vote.

The member should state at the outset his or her position The member should state at the outset his or her position. For example: “Mr. Chair, I speak in favour of the motion…” The Chair will attempt to alternate between for and against speakers. The Chair may rule (historical precedence) that the sense of the meeting is clear, and call for a vote. However, that ruling can be challenged, by any member who wishes to speak. (Appeal from a decision of the Chair: requires a second, in this case not debatable, voted on immediately.) 11. The Body can decide to terminate debate by calling the question. This must be made as a motion, duly seconded, and voted immediately (there is no debate). Usual practice is that the list is then exhausted before the main motion is voted.

Motions, Friendly or Otherwise A member of the assembly may make a motion (when recognized to speak by the Chair). The motion must be seconded, otherwise there is no motion. (Note that the mover may not vote against the motion, however, the seconder can.) Once a motion or resolution has been made and seconded it must be recognized by the Chair, who does so by reading the motion. Until the motion is read by the Chair, it belongs to the maker. However, there can be no debate until the Chair accepts the motion on behalf of the Assembly. This is the only time that a “friendly amendment” may be made! There is no amendment, the “friend” simply asks whether a change might be made to the motion before it is put. If the change is accepted by the maker, it is incorporated into the motion. If the maker rejects the suggestion, then an amendment may be proposed during debate

4. Once the Chair has read the motion, it no longer belongs to the maker! It belongs to the body. The body decides what to do with it. (At this stage amendments should be made in the form of motions.) 6. The motion is called a “Main Motion.” Note that if the maker should wish to withdraw the motion, the maker must ask the permission of the body to do so. Note that by agreement, a motion from committee does not require a seconder.

Voting Voting is determined by a simple majority of the members present unless the issue involves rights of the member: for example votes to limit debate, rescind an action without notice, or suspend the rules of the house all require two thirds vote. Votes to change the bylaws require both notice and 2/3rds vote in favour. No motion may be made that is in opposition to the bylaws, constitution, etc. of IEEE. All members vote either for or against a motion. The only way to abstain is to leave the room! Consequently, the Chair normally calls for only the votes for a motion, since all remaining votes must be against.

Voting by the Chair The Chair normally does not vote except as his or her vote may affect the outcome. The Chair may vote to break a tie, or to make a tie (causing the motion to be lost!) Since the Chair is neutral, it is the Chair’s responsibility to maintain the status quo when forced to vote. The exception occurs when the Chair, by virtue of his or her position, has information which may affect the debate. Under that condition, the Chair may pass the gavel to another officer in order to pass on the information. At no time should the Chair take a stand on the issue, however, as it would then affect the Chair’s ability to ensure the democratic process.

Requests and Inquiries (Do not require a motion) A member may make a parliamentary inquiry which the Chair may then answer or ask a designate to respond. Note that there is no action taken. Request a Division of the Assembly: (means that the member believes the vote on a motion is not accurate). No second required, and no debate. The vote is recounted. Point of order: requires a ruling by the Chair. (Note that no second is required.) The Chair may ask for the Assembly to dispose of the question. Then the question may be put and voted on. There is no debate, and the matter must be handled immediately (although there is one exception to this). A point of order occurs when a member believes that the rules of the Assembly have been breached. After the Chair makes a ruling, a member may challenge the result – in that case a seconder is required. A simple majority determines the outcome.

Ranking of Motions Make motions down/vote in reverse order Main motion Postpone (indefinitely) Amend Refer to Committee Postpone to a certain time Limit or extend the time for debate Previous question Lay on the table Call for orders of the day Raise a question of privilege Recess Adjourn Fix the time for adjournment

Motions that are Debatable and Amendable Main motions Amendments to a debatable motion Motion to substitute (a motion in whole or in part) Postpone to a definite time. Refer to committee Rescind (a motion made at a previous meeting) Requires 2/3rds vote.

Motions that are Amendable but not Debatable Division of a question (means break up into a series of motions) Fix the time of adjournment Limit the time of debate (Requires 2/3rds vote.) Recess

Motions that are not Debatable and may not be Amended Adjourn Lay on the table Request by the mover to withdraw the motion Take up from the table Previous question (or call for the question): stops debate on the main motion and all subsidiary motions except a motion to lay on the table. (Note that this affects the rights of the members, so 2/3rds vote of members present is required to pass it.) Suspend the rules (Requires 2/3rds vote.)

Motions that are not Amendable but are Debatable Appeal Postpone indefinitely Reconsider a debatable motion Make a nomination Close nominations (Note that this affects the rights of members so requires a 2/3rds vote of members present.) Motion to amend an amendment. Motion to vote by secret ballot