Introduction to Parliamentary Procedure Reference: Robert’s Rules of Order, Newly Revised (RONR), 11 th ed. Presentation prepared by Rick Weaver, RRT-NPS, RPFT, Registered Parliamentarian

Introduction to Parliamentary Procedure  Purpose:  Review  Parliamentary principles  Motions  The basics of parliamentary procedure  Executive session  Allow Delegates to participate in House of Delegates (HOD) processes correctly and effectively

Principles of Parliamentary Law  Parliamentary Principles of a Deliberative Assembly  The majority rules  The rights of a minority must be protected  The minority has a right to be heard  Customs of formality are observed  Rules of debate are followed  General rules  Address all comments to the Speaker  Refer to others in the 3 rd person (ex., “the Delegate from Colorado”)  Debate the issue, not the person or personality  Be respectful of the assembly’s time  Do NOT conduct personal business during the meeting: put away your cell phones, use laptops only for the official business of the House  Do not carry on side conversations

Principles of Parliamentary Law in a Deliberative Assembly  Majority vote is determined by number of votes cast-one greater than tie or fractional vote  In case of a tie vote, the motion is lost  A 2/3 vote or greater is required when the assembly:  Suspends or modifies a rule of order previously adopted  Prevents introduction of a question for consideration  Closes, limits, or extends the limits of debate  Closes nominations or the polls

Motions and Classes of Motions  Main Motion  A motion is the way in which business is brought before the assembly and is a proposal that the assembly take action  An original main motion introduces a substantive question as a NEW subject  “I move... “; “Resolved, that” (Used for resolutions, lengthy motions, committee reports)  Incorrect: “I motion that”; “I’d like to move that”  Motions should be concise, well thought out  Needs a second  Motions should be submitted in writing to the Secretary  An incidental main motion is a main motion that is incidental to or relates to the business of the assembly, or it’s past or future action  Proposed only when no business is pending  Does NOT introduce a new substantive matter  May relate to procedure, without reference to an item of business  Example: “I move that we take a recess in 20 minutes.”  Resolution-a form of original main motion; online form or committee reports  Considered to have a second if from a committee  Move directly into debate

Motions and Classes of Motions  Secondary Motions  Subsidiary motions-assist the assembly in treating or disposing of a main motion  Have rank-All rank above main motion  Rank is known as precedence; ladder of precedence shows relative rank  Generally, a motion higher on the ladder may be moved or applied to lower ranking motions,  Those lower on the list may not be moved while a motion with higher precedence is pending  Exception: amend  Privileged motions-relate to urgent matters which, without debate, may interrupt consideration of anything else  Made while business is pending  Also have precedence  Do NOT relate to business at hand

Motions and Classes of Motions  Incidental motions-relate to the business at hand  Deal with questions of procedure arising out of  Another pending question  Another motion or item of business that it is desired to introduce, that has been made but not stated by Speaker, or that has just been pending  Ex., “Madame Speaker, I move that the Delegate from Minnesota be allowed to read the letter from the student who attended the last meeting.”  Many are similar to subsidiary or privileged motions  Do NOT have precedence

Steps in handling a Motion  Motion is made  I move...  Resolved, that...  On behalf of the Policy and Procedure Committee, I move the adoption of all changes to the Policy and Procedure Manual.  If the Speaker says he/she will entertain a motion to..., it is IMPROPER to say, “So moved.” Rise and after recognition, go to the microphone and make the motion  Motion is seconded, if necessary  Member “Second!”  May be seconded from your seat without recognition  Speaker states question  Question is a parliamentary term that means “the business before the assembly”  Used interchangeably with the word motion  Speaker: “It is moved and seconded that...” “The question is on...” or “The question is whether the House should...”., then  “Are you ready for the question?”  THE QUESTION IS NOW IN THE HANDS OF THE ASSEMBLY, NOT THE MOVER OF THE MOTION-no “friendly amendment” is in order except by unanimous consent

Steps in handling a Motion (cont’d)  Debate  Member who made motion entitled to speak first  May speak twice for 5 minutes each time unless motion adopted to extend/limit debate adopted OR assembly grants permission to speak again  Do not move the Previous Question unless debate is becoming redundant  Speaker puts the question  Puts means states the immediately pending question as it will be voted on  Speaker” “The question is on...Are you ready for the question? If the motion is adopted,...(this will happen).”  Exact wording is necessary  Vote  Speaker: “All those in favor, say “Aye.” All those opposed, say “No.”  Method of voting incluce:  Viva voce (voice)  Rising-placard vote used instead of having members rise  A single member may demand. Undebatable, no second necessary.  Counted rising-Speaker initiates or motion for such needs to be adopted  Roll call- “poll” vote-weighted vote-one vote for each Active member in Affiliate

Steps in handling a Motion (cont’d)  Result of vote announced  Which side “has it”  The action that will be taken  Speaker: “The ayes have it and the resolution will be forwarded to the BOD for action. The next item of business is...” or “The Noes have it and the motion is lost. The next (question or item of business) is...”  If result of voice vote is uncertain, Delegate or Speaker may call for a rising vote

Subsidiary motions -lowest to highest precedence # =2/3 vote for adoption U=undebatable  Postpone indefinitely -prevents discussion until next session  Amend -change the meaning (may require 2/3 or more)  Strike -strike words, sentence, or paragraph  Add -add words to end of sentence or paragraph  Strike and insert -remove some words or sentences or paragraphs and insert others.  Refer or commit -sends to and/or creates a committee to examine the issue and return recommendations  Postpone definitely -postpones to a certain time or until after something has happened  Limit or extend limits of debate #, U -restricts or extends number of times or for how long a member may speak or sets time for end of debate  Previous Question #, U -calls for an immediate vote on the immediately pending question or series of questions  Lay on the table #, U -temporarily set aside to consider something urgent (Incorrect term: “to table”)

Privileged motions (business pending)-lowest to highest All are undebatable; except call, all require majority vote  Call for the orders of the day -requires the assembly to follow the agenda  One member may call for the orders of the day, however  Requires agenda to be formally adopted, which the HOD doesn’t do  “I call for the orders of the day”-may interrupt speaker  Raise a question of privilege -permits a request or main motion that relates to rights and privileges of the assembly-urgent  Delegate rises, “Mister/Madame Speaker, I rise to a question of privilege”  Speaker: “State your question of privilege.” Member does so, Speaker rules  Recess -moves immediate short intermission  Amendable only as to length of recess-amendment undebatable  Adjourn -moves immediate adjournment  Fix the time to which to adjourn -sets time for future session

Motions that bring a question again before the assembly #=2/3 vote needed for adoption  Take from the table -resume consideration  Moved when no business pending  Rescind, or Amend Something Previously Adopted # -if adopted, allows assembly to change an action previously taken or ordered  Discharge a committee # -takes matter out of committee’s hands  Dissolves a special committee, but not a standing committee  Reconsider -allows assembly to further consider a motion already voted upon  Within a limited time, and without notice  Many special rules apply

Incidental Motions #=2/3 vote U=undebatable I=may interrupt member  Point of Order U, I -requires Speaker to decide whether rules of assembly are being violated  Requests and Inquiries -member wishes to obtain information or ask permission of assembly  For Information  Parliamentary Inquiry  Permission to withdraw or modify a motion (when assembly has control)  To read papers  For Any Other Privilege  Division of the Assembly -calls for placard vote  Appeal -any two members can require matter ruled on by Speaker to be submitted to the assembly  Division of a Question -allows consideration of separate parts of a resolution or amendment  Objection to Consideration of the Question -prevents assembly from considering  Consider Seriatim or by Paragraph -useful when considering complex resolutions or bylaws amendments. Each paragraph/section individually dealt with, then whole opened for amendment

Executive Session  Is a matter of privilege for the assembly  Usually used for BOD reports or sensitive matters wished to be kept secret (finance, discipline)  Attended by invited/authorized members, special guests  Minutes are not kept per AARC policy  No notes may be taken  Recording is not permitted  Members must maintain confidentiality or face disciplinary procedures  Close laptops, do not use cellphones for ANY purpose