Parliamentary Procedure Official Reference Robert, Henry M. III, William J. Evans, Daniel H. Honemann, and Thomas J. Balch. Robert’s Rules of Order, Newly Revised, 10 th Edition. DA CAPO PRESS Pat Dennison, Academic Consultant

What is Parliamentary Procedure? Parliamentary procedure is a set of rules for conduct at meetings Parliamentary procedure is based on democratic philosophy Parliamentary procedure allows for free and open discussion of ideas. Parliamentary procedure helps to transact business, quickly, efficiently, and in keeping with the will of the majority

Basic Principles Promotes order, cooperation, and harmony Only one item of business or question is handled at a time All members have equal rights and privileges. The rights of the absentee members are protected by the establishment of a quorum The majority determines the course of action The minority will abide by the will of the majority once it is established

The Order of Business or Agenda The presiding officer determines that a quorum is present and then calls the meeting to order by standing and clearly stating, “The meeting will come to order.”

Standard Order for Business Meetings Call To Order Opening Ceremonies (optional) Reading and Approval of Minutes Reports:Officer Standing Committee Special Committee Unfinished Business New Business Program (optional) Adjourn

How Business is Introduced and Conducted Business is brought before the group in the form of a motion. The purpose of a motion is to get something done, whether to take certain action or to express itself as holding certain views.

Before a subject is open for discussion it must be: Made by a member who has obtained the floor To obtain the floor a member rises, addresses the presiding officer and is recognized. To make a motion the member states, “I move that…” He/she then states the action proposed. Seconded by a member To second a motion, a member says, “second the motion.” He/she does not need to rise or be recognized. Stated by Chair and placed before the group The chair must state the question and indicate that it is open for discussion or rule it out of order.

Basic Rules of Debate The member making the motion is allowed to speak first is so desired. All comments must be directed to the Chair. Comments should be courteous. The speaker should avoid being influenced by personalities. Comments are permitted only with reference to the pending motion. The speaker should keep to the time limit set for speaking (usually 10 minutes) The member may speak only twice on the same question on the same day (he/she cannot make a second speech so long as any member who has not spoken on that question desire the floor.)

Handling a Motion Chair: Is there any new business? Member A (after obtaining the floor): I move that (or to)… Member B: I second the motion. (or second) If no member seconds the motion Chair: Is there a second to the motion? If there is still not second Chair: Since there is no second, the motion is not before this meeting. Is there any further business?

Handling a Motion continued Chair: It is moved and seconded that…(repeating the exact wording of the motion). Are you ready for the question? (Turns toward the maker of the motion to see if he/she wishes the floor first in debate) Member A: (after obtaining the floor) Gives reasons for the motion Chair: Is there further debate? (Members now obtain the floor, one at a time, to speak in debate. Chair can ask, “Is there further debate?” to indicate that debate is still in order.

Handling a Motion continued When debate seems to have ended Chair: Are you ready for the question? The question is on the adoption of the motion that (or to)…(repeating the motion) As many as are in favor of the motion, say “Aye” (pause for the vote)…Those opposed say “No” (pause for the vote)…The ayes have it and the motion is adopted. Or The noes have it and the motion is lost.

Classes of Motions Main Original main motions Incidental main motions Subsidiary motions Privileged motions Incidental motions Motions that bring a question again before the assembly (Restoratory)

Main Motions A main motion is a motion that brings business before the assembly An original main motion is a motion that introduces a substantive question as a new subject. An incidental main motion is a main motion that is incidental to or relates to the business of the assembly, or its past or future business. Example: A motion to adopt recommendations a committee has prepared upon instructions, or a motion to ratify emergency action, or a motion to recess when no business is pending, or to place a special limit on the length of speeches throughout the meeting.

Main Motion Characteristics Takes precedence of nothing Can be applied to no other motion Is out of order when another has the floor Must be seconded Is debatable Is amendable Requires a majority vote Can be reconsidered

Subsidiary Motions Subsidiary motions assist the assembly in treating or disposing of a main motion Subsidiary motions have ranking order within the class

Subsidiary Motions in Ranking Order Lay on the Table Enables the assembly to lay the pending question aside temporarily when something of immediate urgency has arisen Previous Question Used to bring the assembly to an immediate vote on one or more pending questions Limit/Extend limits of Debate Means of which an assembly can exercise control over debate on a pending question or on a series of pending questions Postpone Definitely Allows action on a pending question to be put off to a certain time Commit or Refer Sends a pending question to a committee so the question can be investigated and put into better condition for the assembly to consider Amend Modifies the wording of a pending motion before that motion is acted upon Postpone Indefinitely Drops the main motion without a direct vote on it

Privileged Motions Privileged motions do not relate to the pending business, but have to do with special matters of immediate and overriding importance which, without debate, should be allowed to interrupt, the consideration of anything else. Privileged motions have ranking order within the class and all of them take precedence over motions of any other class.

Privileged Motions in Ranking Order Fix the Time to Which to Adjourn Sets the time, and sometimes the place, for another meeting to continue business of the session, with no effect on when the present meeting will adjourn Adjourn Closes the meeting Recess A short intermission Raise Question of Privilege Permits interruption of pending business to state and urgent request or motion Call For Orders of the Day To demand to take up the proper business in order

Incidental Motions Incidental motions are related to the main question in such a way that they must be decided immediately, before business can proceed. Most incidental motions are unbeatable. Incidental motions have no ranking order within the class

Incidental Motions Point of Order Member thinks rules are being violated and calls on chair for a ruling and enforcement Appeal Requires the assembly to vote on the ruling of the chair Suspend the Rules Consider something that violates the regular rules but is not in conflict with the bylaws or parliamentary law Objection to Consideration of the Question Enables the assembly to avoid a particular original main motion altogether Division of the Assembly Member doubts the result of a voice or show of hands vote, and requires a rising vote Requests or Inquiries Request for information

Motions That Bring a Question Again Before the Assembly These motions allow an assembly to reopen a completed question or take up one that has been temporarily disposed of. These motions have no ranking order within the class

Motions That Bring a Question Again Before the Assembly Take from the Table Make pending again a motion that was previously laid on the table Rescind or Amend Something Previously Adopted Rescind cancels a previous action or order Amend something previously adopted is used to change a part of the text Reconsider Enables a majority in an assembly, within a limited time and without notice, to bring back for further consideration a motion which has already been voted on

Use of the Gavel Robert’s Rules of Order, Newly Revised, does not address the use of the gavel when calling a meeting to order If a member commits a slight breech of order, the chair simply raps lightly, points out the fault, and advises the member to avoid it. Recess and adjournment may be signaled by a single rap of the gavel, if desired.