Parliamentary Procedure in Action

1
Parliamentary Procedure in Action

• T.C. Cox

2
What is the Purpose?

• Parliamentary rules take into account the often
  conflicting interests that develop during
  meetings, and they provide procedures that ensure
  decisions are made fairly

3
Principles of Parliamentary Procedure

• Votes of all members are counted equally
• No member votes twice
• No vote is counted more than once
• Absent members and members holding the minority
  opinion have rights
• All members have the right of free and fair
  debate and the right to know the meaning of the
  motion before the assembly

4
Principles of Parliamentary Procedure

• Majority has the right to decide and the minority
  has the right to be protected and to speak on the
  issue
• Facilitates transaction of business and harmony
  and is characterized by fairness and good faith

5
Basic Definitions

• Quorum minimum number of members required to
  transact business
• Bylaws basic regulations governing the
  organization
• Standing rules details concerning
  administration of the organization
• Motion formal proposal that an action be taken
• Presiding officer meeting leader who sees that
  rules are observed

6
Steps in Handling a Main Motion

• Recognition
• Raises hand or other acceptable method
• Introduction of Motion
• Mister/Madam Chair, I move to establish a
  Scholarship Fund for the Staff of Clayton State
• If the motion is long or complex, Chair may ask
  the member to submit the motion in writing to
  Secretary
• Second
• I second the motion OR
• Chair asks, Is there a second? if no second,
  motion is lost
• Restate the Motion
• Presiding officer restates motion to group
• The motion before the Council is to establish a
  Scholarship Fund for the Staff of Clayton State

7
Steps in Handling a Main Motion

• 5. Discussion/Debate
• Chair announces, Is there discussion on the
  motion
• The person making the motion has first right to
  the floor
• Other members request recognition from the Chair
• Vote
• Chair restates motion and calls for vote Again,
  the motion before the Council is to establish a
  Scholarship Fund for the Staff of Clayton State
• Those in favor, please say Aye. Those opposed
  say no
• Result
• The Ayes have it and the motion is carried or
  The Nays have it and the motion is lost
• Action

8
Characteristics of Subsidiary Motions

• Impacts motion under consideration
• Cannot interrupt the speaker
• Member must get in line and request recognition
  from the Chair
• Requires a second
• Most are amendable
• Postpone indefinitely, previous question and lay
  on the table are not amendable
• Some are debatable
• Postpone indefinitely, amend, refer to committee
  and postpone to a certain time are debatable.

9
Subsidiary Motions

• Postpone indefinitely group avoids direct vote
  on main motion
• This is used to kill a motion
• Amend wording of another motion is modified
• Can go 2 levels --- can amend the
  amendment Called secondary amendment
• Attempting to go to the third level is out of
  order
• Refer to Committee send to another group for
  study
• Must be specific, such as committee composition
• I move to refer Motion A to committee,
  designated by the Chair, consisting of a minimum
  of 3 members, to report at
• our next monthly meeting

10
Subsidiary Motions

• 4. Postpone to a Certain Time consideration
  later
• Used to move a motion to the unfinished business
  section
• of a particular meeting
• Lay on the Table is incorrect when the intent is
  to move a motion to the next meeting
• 5. Limit or extend limits of debate
• Affects fair debate or assembly rules 2/3 vote
  required
• 6. Previous question stop debate and vote
• Affects fair debate or assembly rules 2/3 vote
  required

11
Which Motion Would You Introduce?

• You have listened to debate about how the county
  sanitation department is throwing trash cans in
  the street. You think the debate is becoming
  redundant and think everyone may vote in favor of
  motion anyway.
• Previous Question
• Can you interrupt?
• No. Must receive recognition from the
  ChairMr/Madam Chair, I move the previous
  question

12
Which Motion Would You Introduce?

• After 15 minutes of debate on a fairly important
  issue, time is running out for the meeting.
  However, you would like the debate to assume
  during the unfinished business section of the
  next meeting
• Postpone to a Certain Time
• Can you interrupt? No Debatable? Yes
• Mr/Madam Chair, I move to postpone Motion A to
  our next scheduled meeting on August 22, 2004

13
Review - Subsidiary Motions

• 7. Lay on the Table temporarily put aside a
  pending motion
• Appropriate when important decision maker is not
  present
• Incorrect when the intent is to move a motion to
  the next meeting should use motion to postpone
  to a certain time
• Mr/Madam Chair, I move to lay Motion A on the
  table untilMister John Doe, a key
  decision-maker, is present for the discussion

14
Privileged Motions

• Call for Orders of the Day
• Raise a Question of Privilege
• Recess
• Adjourn
• Fix Time to Adjourn
• Lets look at each in more detail

15
Call for Orders of the Day (5)

• Used when agenda or program is not being
  followedor
• An item was set to be taken up at a certain time
  and that time has passed
• Can interrupt does not require second or a vote
  is not debatable or amendable. It is a DEMAND!
• Introducing the Motion
• Mr/Madam, Chair, I call for the orders of the
  day

16
Raise a Question of Privilege (4)

• Request a personal privilege or privilege for
  assembly
• Does not require second or vote
• Not debatable or amendable
• Sample DialogueMember Mr/Madam Chair, I rise
  to a question of privilege
• Chair State your question of privilege
• Member The outside noise is preventing members
  from hearing the discussion
• Chair Will the Sergeant-at-Arms please attempt
  to correct the noise level?

17
Which Motion Would You Introduce?

• You look at the agenda and you see that the
  assembly should be discussing Motion D, but we
  are still debating Motion A.
• Call for the Orders of the Day
• Can you interrupt?
• Yes!
• Mr/Madam Chair, I call for the orders of the
  dayChair has discretion to call for a vote if
  members are interested in continuing debate.
  Requires 2/3 vote since debate is affected

18
Recess (3)

• Brief intermission taken by the assembly
• Allows members to take a break (refreshments,
  restroom, etc.)
• Requires a second and majority vote
• Amendable
• Not Debatable
• Introducing the MotionMr/Madam Chair, I move to
  take a 10 minute recess

19
Adjourn (2)

• Used to close a meeting
• Can not interrupt speaker
• Requires a second and majority vote
• Not Debatable or Amendable
• Introducing the Motion
• Mr/Madam Chair, I move that the meeting adjourn

20
Which Motion Would You Introduce?

• During a two-hour special session, you are
  getting drowsy and hear the stomachs growling
  across the room.
• Recess
• Can you interrupt?
• No.
• Mr/Madam Chair, I move to take a 15 minute
  recess

21
Fix Time to Adjourn (1)

• Sets time for continuation of meeting
• Cannot interrupt speaker
• Requires a second and majority vote
• Is debatable and amendable
• Introducing the Motion
• Mr/Madam Chair, I move that when this
  meeting adjourns, it adjourns to meet August 26,
  2004 at noon in the Student Center Cafeteria

22
Incidental Motions

• Point of Order
• Appeal
• Point of Information
• Suspension of Rules
• Objection to Consideration of Question
• Division of Question
• Consideration by Paragraph - Seriatim
• Division of AssemblyLets look at a few in more
  detail

23
Point of Order (14)

• Enforces bylaws, rules or orders
• Can Interrupt Speaker
• Does not require second or vote
• Is not debatable or amendable
• Sample Dialogue
• Member Mr/Madam Chair, I rise to a point of
  order
• Chair State your point
• Member The bylaws state that each delegate can
  hold the floor for 5 minutes and the current
  delegate has been speaking for 7 minutes
• Chair The point of order is sustained and the
  speaker will have 15 seconds to conclude remarks

24
Appeal (15)

• To Try to Reverse a Ruling from the Chair
• Must be made immediately
• Can interrupt speaker
• Requires a second and majority vote
• Debatable but not amendable
• Introducing the MotionI appeal from the
  decision of the ChairChair has the opportunity
  to explain the decision

25
Which Motion Would You Introduce?

• A member has proposed a bylaw change that
  conflicts with Section V, Paragraph 2a. The
  Chair and Sergeant at Arms are not aware of the
  conflict.
• Point of Order
• Can you interrupt?
• Yesand you should!
• Mr/Madam Chair, I rise to a point of order

26
Suspend the Rules (17)

• Assembly wishes to do something that cannot be
  done with violating its own rules.
• Cannot supersede bylaws, constitutions, etc.
• Cannot interrupt speaker
• Requires a second and 2/3 vote
• Not debatable or amendable
• Introducing the Motion
• Mr/Madam Chair, I move to suspend the rules
  where we must follow the orders of the day. Mr.
  Doe must leave early and would like Motion X
  brought forward for consideration

27
Division of Assembly (21)

• To provide for a more accurate count of the vote
• Can interrupt speaker
• Does not require a second or vote
• Is not debatable or amendable
• Introducing the Motion
• Mr/Chair, I request a division of the assembly

28
Which Motion Would You Introduce?

• The assembly votes on a controversial motion in
  which you are opposed. The chair asks for a
  voice vote and you are not clear of the outcome
  because of the number of ayes and nos
  overlapped
• Division of the Assembly
• Can you interrupt? Yes!
• Mr/Madam Chair, I request a division of the
  assembly

29
Other Important Information

• Different Types of Votes
• Voice (most common) Say Aye or No, Bark Like a
  Dog
• Show of Hands
• Roll Call
• Standing
• Ballot (Open or Secret)
• Tie votes never win.MUST be majority
• Chair is allowed to vote when results of vote
  are affected.20-3 (No) 14-13 (Yes) 14-14
  (Yes)
• Parliamentary law does not allow proxy or
  absentee voting on business must be present to
  win!

30
Quick Tips for Parliamentary Success

• When introducing a motion, be PRECISE
• Direct all comments to the Chair
• The Chair can interrupt you
• Motions generated by committees do NOT require a
  second
• Use correct terminology when making motions
• Get a plain-English version of
• Roberts Rules

ISBN 1-59257-163-8
31
Additional Motions and Special Problems

• What can an assembly do to correct an action
  taken?
• Reconsider a motion already voted upon
• Rescind a motion previously adopted
• Can a motion be adopted when many members
  abstain?
• Can a member be required to vote on a motion?
• Can a motion be adopted by plurality vote?

32
Additional Motions and Special Problems

• Can a presiding officer participate in debate?
• Yes, sparingly. For longer debates, Chair should
  relinquish Chair
• to Vice Chair or ranking member that has not
  discussed issue
• 6. Can a presiding officer introduce a motion?
• Only if Chair is relinquished until motion is
  disposed
• 7. What is an ex officio member?
• Member by nature of office held possesses all
  the rights of membership
• 8. What happens when there is a tie after the
  vote is tallied?
• Motion is lost must have a simple majority
  (1/2 1)

33
Questions?

• Please complete workshop evaluation form
• Return to Row Anderson or Tomanika Redd
• Certificates will be distributed (0.2 CEUs)

34
Credits

• T.C. Cox Facilitator
• John Kosky Moderator
• Thomas George Training Assistant
• Professional Development Committee
• Row Anderson Chair
• Tomanika Redd Vice-Chair
• Cheryl Garvin
• Karin Smoot
• Gid Rowell
• Greg Duhart
• Alina Brooks
• Jean Hughley
• Thanks to Tom Pritchett Staff for providing
  pizza!
• Presented by the Clayton State Staff Council
  Professional