Parliamentary Procedure (Robert’s Rules of Order) X12N – TG11 WEDNESDAY, June 9, 2004

Presentation © 2004 X12N TG11., all rights reserved AGENDA Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Summary Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved The Purpose of Rules Parliamentary procedure, properly used, provides the means whereby the affairs of an organization can be controlled by the general will within the whole membership. “General will” does not always imply near unanimity or “consensus,” but rather the right of the deliberate majority to decide. Presentation © 2004 X12N TG11., all rights reserved

The Presiding Officer (Chair) Opens a meeting at the scheduled time by taking the chair and calling the members to order, and maintains order during the meeting Announces the business before the assembly and the order in which it is to be acted upon Recognizes members entitled to the floor To state and put to vote all questions which are moved, or arise in the course of the proceedings; and to announce the vote results Presentation © 2004 X12N TG11., all rights reserved

The Presiding Officer (Chair) Protects the assembly from annoyance from frivolous or dilatory motions by refusing to recognize them. Enforces the observance of order and decorum at all times Decides all questions of order (subject to an appeal to the assembly by two members) To inform the assembly when necessary, or when referred to for the purpose, on a point of order pertaining to pending business Presentation © 2004 X12N TG11., all rights reserved

The Presiding Officer (Chair) Entitled to vote when vote is by ballot, and in all other cases where the vote would change the result Relinquishes the chair before participating in discussion of a pending action Relinquishes the chair when a motion is made referring to the chair only, or which condemns or compliments the chair with others Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved AGENDA Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Presentation © 2004 X12N TG11., all rights reserved

Motions and Resolutions A motion is a proposal that the assembly take certain action, or that it express itself as holding certain views. Member must obtain the floor from the chair, then states “I move that ---” The member making a motion is customarily extended the courtesy of speaking first when the motion is discussed Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Seconding Motions Most motions should be seconded Requiring seconds prevents time from being consumed in considering a question that only one person favors A motion is seconded by a member’s saying “I second the motion” or “I second it,” which can be done without obtaining the floor Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Definitions Main Motion – A motion that is made to bring any particular subject before the assembly. No main motion can be made when another motion is pending. Subsidiary Motion – A motion that may be applied to a main motion, and to certain other motions, for the purpose of modifying them, delaying action upon them or otherwise disposing of them. Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Definitions Privileged Motion – A motion having no relation to the pending question, but of such urgency or importance as to require it to take precedence over all other motions. Incidental Motion - A motion that arises out of another question which is pending or has just been pending, and must be decided before the pending question, or before other business is taken up. They have no fixed rank, but take the precedence of the question out of which they arise, (main, subsidiary, or privileged). Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Definitions Previous Question – The name given to the motion to close debate at once and to take the vote on the immediately pending question and such other questions as are specified in the motion. Substitute – An amendment where an entire resolution, or section, or one or more paragraphs, is struck out and another resolution, or section, or one or more paragraphs, is inserted in its place. Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Stating the Question When a motion has been made and seconded, it is the duty of the chair, unless ruling the motion out of order, to immediately state the question – that is state the exact question that is before the assembly for its consideration and action Asking “Are you ready for the question” is asking if there is any more discussion on the motion. If no member requests the floor, the motion is immediately put to the vote Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved AGENDA Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Presentation © 2004 X12N TG11., all rights reserved

Order of Precedence of Motions Postpone to a Certain Time * Commit or Refer * Amend * Postpone Indefinitely A Main Motion * Debatable Fix the Time to Adjourn Adjourn Take a Recess * Raise a Question of Privilege Call for the Orders of the Day Lay on the Table Previous Question (2/3) Limit or Extend Limits of Debate (2/3) Undebatable Subsidiary Motions Privileged * Can be amended: the others cannot be amended The first three Privileged motions are not always privileged Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Secondary Motions To assist in the efficient disposal of a motion, various subsidiary motions are used, such as amend or refer, and for the time being the subsidiary motion replaces the immediately pending motion. While these are pending, a motion incidental to the business may arise, such as a question of order, and this incidental motion interrupts the business and, until disposed of, becomes the immediately pending motion. And all these may be superseded by privileged motions, as to recess or adjourn, of such supreme importance as to justify their interrupting all other motions. Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved AGENDA Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Debate Before any subject is open to debate it is necessary that: First, a motion be made by a member who has obtained the floor Second, that it be seconded (some exceptions) Third, that it be stated by the chair (The fact that a motion has been made and seconded does not put it before the assembly, only the chair can do that, or rule it out of order) If several motions are pending, the last one stated by the chair is the immediately pending motion Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Amendments Must be germane to the subject being amended Can amend an amendment Cannot amend an amendment to an amendment Are debatable unless the motion being amended is undebatable Require only a majority vote Can insert, add, strike out, or substitute Presentation © 2004 X12N TG11., all rights reserved

“Friendly Amendments” Not a formal parliamentary procedure Used by organizations to save time The “Friendly Amendment” must be accepted by both the maker, and the one who seconded, the motion being amended, before it can be incorporated into the motion without benefit of a majority vote on the amendment. Limits the ability of the group to consider each element of the issue being considered Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved AGENDA Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Summary Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Order of Business Call to order. Roll call of members present. Reading of minutes of last meeting. Officers & Committee reports. Special orders --- business designated for review at this meeting. Unfinished business. New business. Announcements. Adjournment. Presentation © 2004 X12N TG11., all rights reserved

How are Motions Presented? Obtaining the floor Wait until the last speaker has finished. Raise Your Hand, wait until the Chair recognizes you. Make Your Motion Speak in a clear and concise manner. Always state a motion affirmatively. Say, "I move that we ..." rather than, "I move that we do not ...". Wait for Someone to Second Your Motion Another member will second your motion or the Chairman will call for a second. If there is no second to your motion it is lost. Once your motion is presented to the membership by the chairman it becomes "assembly property", and cannot be changed by you without the consent of the members. Presentation © 2004 X12N TG11., all rights reserved

Expanding on Your Motion The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it. The mover is always allowed to speak first. All comments and debate must be directed to the chair. Keep to the time limit for speaking, if one has been established. The mover may speak again only after other speakers are finished, unless called upon by the Chair. Presentation © 2004 X12N TG11., all rights reserved

Incorrect Pariamentary Moves SO MOVED! This is a common statement which means nothing. One must state the actual motion so as to avoid confusion in the audience. Everyone has the right to know exactly what is being moved and discussed. "So moved!" is vague. Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved I MOVE TO TABLE! First of all, the motion is "Move to Lay on the Table". According to Robert's Rules of Order, this motion is in order only as a temporary interruption of the agenda, so as to allow something special and urgent out of turn. It is not intended to kill a motion. If your members wish to kill a motion, let them use the correct motion - "Move to Postpone Indefinitely". Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved CALL FOR THE QUESTION! The chair may state that after one or two more speakers' comments, the vote shall be taken. It is critical that the chair not automatically stop the discussion when someone says "Call for the question". The member who wishes to stop the discussion does not have more rights than the members who wish to discuss the issue. A motion to stop the discussion ("I Call for" or "I Move the Main Question") would require a 2/3 vote to be adopted. Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved AGENDA Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Summary Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Summary Parliamentary procedure should be followed from the beginning as a matter of course, and should not be regarded as something to be resorted to only when trouble arises. At the same time, there should be a flexibility as to the strictness of application of the rules, dependent upon the particular situation. Under no circumstances should concern for parliamentary correctness be permitted to impose undue artificiality in a business meeting Presentation © 2004 X12N TG11., all rights reserved

Presentation © 2004 X12N TG11., all rights reserved Conclusion Parliamentary procedure is a means of conducting meetings in an orderly efficient manner and to consider and take deliberate action on items of business brought before the assembly Presentation © 2004 X12N TG11., all rights reserved