parliamentary procedure (robert’s rules of order) x12n – tg11 wednesday, june 9, 2004

Parliamentary Procedure(Robert’s Rules of Order)

X12N – TG11

WEDNESDAY, June 9, 2004

Presentation © 2004 X12N TG11., all rights reserved2

AGENDA

Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Summary


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.


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



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



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


AGENDA

Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival


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


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


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.


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).


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.


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


AGENDA

Purpose & Scope Chair Roles Types of MotionsOrder of Precedence Debate and Process Tips on Survival


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

SubsidiaryMotions

Privileged

* Can be amended: the others cannot be amendedThe first three Privileged motions are not always privileged


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.


AGENDA

Purpose & Scope Chair Roles Types of Motions Order of PrecedenceDebate and Process Tips on Survival


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


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


“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


AGENDA

Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and ProcessTips on Survival Summary


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.


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.


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.


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.


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".


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.


AGENDA

Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on SurvivalSummary


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


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

parliamentary procedure (robert’s rules of order) x12n – tg11 wednesday, june 9, 2004

Documents

subsidiary motion

floor slide

survival slide

business slide

presiding officer chair

definitions main motion

point of order

observance of order