Introduction to Parliamentary Procedure

Reference: Robert’s Rules of Order, Newly Revised (RONR), 11th 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 3rd 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 OrderU, 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