P0216 Parliamentary Procedure

Parliamentary Procedure

Parliamentary rule enables an organi- 1. Regular meetings. Meetings for zation to do the things it was organized to which the time and place are usually do. It is a means by which a group of peo- prescribed in the bylaws or standing ple make a decision and a plan of work in rules. an efficient manner without confusion. The use of parliamentary procedure 2. Special meetings. Meetings called ensures order and a hastening of business. for transaction of a special item of The application of parliamentary law business. Procedure usually defined assures that the will of the majority is car- in bylaws. ried out and the rights and privileges of the minority are protected. 3. Annual meetings. Meetings Without some knowledge of proper scheduled for hearing reports, rules and procedure, members of an electing officers, amending rules, organization cannot conduct its business and such other business as may need effectively. Each member of an organiza- to come before the members at the tion, as well as the officers, should have a close of the organization year. working knowledge of parliamentary rules. These rules allow for members to Parliamentary Tips safeguard individual interests. • The parliamentarian is adviser ONLY Knowledge of parliamentary proce- to the individual presiding at the dure will give you confidence and poise. meeting. It enables each member and officer to per- form his or her duties. The proper use of • If the bylaws of the organization state parliamentary procedure results in justice that the parliamentarian has final rul- to all. ing in a matter, the parliamentarian Parliamentary procedure has a long can overrule at any point. history. It originated in the early English Parliaments, came to America with the Order of Business and Agenda first settlers, and became uniform in 1876 An order of business is essential to when Henry M. Robert published his all meetings in which business of the manual on parliamentary law. Today organization is transacted. It assists the Robert's Rules of Order is the basic hand- presiding officer and members in pro- book of operation for most clubs, organi- ceeding in an orderly way, maintains con- zations, and other groups. tinuity in the transaction of business, and Remember that the application of par- establishes priorities for items of business. liamentary rules, like other rules, must be Orders of business should not be used with common sense. included in the bylaws since the bylaws may never be suspended. The order of Meetings business should be spelled out in the Types of Meetings standing rules or the parliamentary All organizations conduct their affairs authority. It is recommended that every through meetings. Regardless of format, group adopt a parliamentary authority as meetings are one of the following types: a guide. Robert's Rules of Order is the most widely accepted authority in both deliber- ative and legislative assemblies. An Order of Business differs from an agenda in the following ways: CHARTER Order of Business OR The basic outline of the business proceedings. CONSTITUTION

1. Call to order. BYLAWS 2. Reading and approval of minutes. •may have some rules of order look here for rules of order 3. Reports of officers, boards, standing committees. •will usually specify a parliamentary 4. Reports of special committees (committees authority appointed to exist until they have completed a specified task or have been discharged). MINUTES 5. Special orders (matters that need special priority). OF PREVIOUS MEETINGS 6. Unfinished business (never referred to as “old” business), which deals with matters previously introduced but not completed. Suggested Procedure for Order of Business 7. New business (to bring a new matter before the 1. Call to Order organization for discussion). Presiding officer raps the gavel once and announces, “The meeting will come to order.” Agenda A schedule of the order of business with details. 2. Opening Ceremonies (optional) These details indicate items of business, reports, pro- grams, appointments, resolutions, and such other spe- 3. Roll Call (usually only necessary to establish a cific features as the presiding officer may need to quorum and is optional) ensure an orderly and courteous transition from item to item in the conduct of business. Careful preparation 4. Reading and Approval of the Minutes of an agenda requires familiarity with the rules of the Chair: “The Secretary will read the minutes.” organization, both local and parent, parliamentary Following the reading, the chair will ask, “Are practice, minutes of the previous meeting, a calendar there any corrections to the minutes?” (Additions of events and commitments, records of adopted policy, and omissions are corrections and therefore not the roster of members, and names of officers and used in this question.) chairs. If there are none, the chair says, “The minutes In a large meeting or convention, it is important stand approved as read.” If there are corrections, that the agenda be well planned and that each mem- they are usually made by general consent, and the ber of the entire session be timed accurately and chair says, “The minutes stand approved as spaced in efficient and attractive sequence. corrected.”

5. Reports of Officers, Board, and Committees Chair: “The treasurer will now report.” Following the report, the chair will ask, “Are there any questions on the treasurer’s report?” If there are no questions, the chair says, “The report will be filed for audit.” (A treasurer’s report is never adopted.) Officers who have reports will be called on in proper order. The presiding officer should know in advance who is prepared to report. 6. The Board or Executive Committee may be business is pending. Only one main motion can be empowered to transact business. The action taken considered at a time, and no other main motion is read by the secretary for information as a may be introduced until the first one is disposed report of the board. If the report carries a of in some manner. recommendation, action may be taken at the time of the report or under new business. 2. Subsidiary motions. Subsidiary motions assist the assembly in treating or disposing of a main 7. Standing Committees are usually called upon in motion. Since they relate to the question before the the order in which they are listed. The chair house, it is in order to propose a subsidiary should know in advance who is prepared to motion when a main motion is still before the report. If the report brings a recommendation, the assembly. The vote on the subsidiary motion is reporting member may bring the recommendation taken before the action is taken on the main for action at this point or under new business. motion. (See chart of motions.)

8. Special Committees are usually called on in the 3. Privileged motions. Privileged motions do not order in which they were appointed. If the report relate to the pending business but deal with is given for information, no action is taken; if the special matters of immediate and overriding report brings a recommendation, the reporting importance. Privileged motions may interrupt member may bring the recommendation at this debate before the assembly. (See chart of motions.) point or under new business. 4. Incidental motions. Incidental motions are 9. Unfinished Business is business postponed or motions incidental to another motion pending or referred by motion or left unfinished from the incidental to other business at hand, such as previous meeting, as recorded in the minutes. suspending the rules or closing nominations. (See (Not referred to as “old business.”) chart of motions.)

10. New Business may be introduced by the chair or 5. Motions that bring a question again before the by any member. The chair will ask, “Is there any assembly. These motions bring a question that new business?” At this time, there is an has already been considered by the assembly back opportunity to bring new items of business by before the assembly, as in the case of the motions motion or resolution. to rescind or take from the table. (See chart of motions.) 11. Program (If there is a planned program, the schedule should be optional.)

12. Announcements Parliamentary Procedure: The Six Basic Steps 13. Adjournment The Chair asks, “Is there any further business to come before the assembly?” If the chair hears none, the chair may declare the meeting 1 motion adjourned; however, a motion may be made to adjourn the meeting, requiring a second to the second motion and a majority vote. The meeting is not 2 adjourned until the chair declares it adjourned. 3 announcement Motions A motion is a proposal to bring a subject to a discussion group for its consideration and action. Motions are not 4 all the same. They fall within certain classes, and some take priority over others. 5 vote Classes of Motions 1. Main motions. A main motion is a motion whose 6 announcement introduction brings before the assembly a question or business for consideration when no other Making A Motion 2. Types of Amendments 1. Member rises and addresses the chair. a. Primary. An amendment that applies directly “Mr./Madam president or chair.” to the main motion. b. Secondary. An amendment that applies 2. Chair recognizes the member. (After the floor has directly to the primary amendment only. been assigned to the member, he/she cannot be No amendment beyond the above is in order, interrupted by member or chair, except by a point and only one of each may be made at one time. It of order.) is possible to have a motion, an amendment to the motion, and an amendment to the amendment 3. Member: “I move that ______(states before the assembly at one time. An amendment motion).” must be germane to the motion to be amended.

4. Second to motion (not necessary to stand). “I 3. Voting on Amendments second the motion.” If the motion comes as a a. Discussion and vote on secondary recommendation from two or more members, the amendment. motion does not need a second. b. Discussion and vote on primary amendment as amended (if amendment carried). 5. Chair states motion: “It has been moved by c. Discussion and vote on main motion as (name) and seconded that ______.” amended (if amendments carried).

6. Discussion: If the motion is debatable, every member has the right to debate; the chair refrains from debate while presiding. The chair carefully Procedure for Amending Main Motion determines the order in which members are recognized to speak, giving first opportunity to the proposer of the motion. Care should be given to assure that discussion is related to question.

7. The chair says, “If there is no further discussion, MAIN MOTION the motion is ______(restate motion).”

8. Vote: The chair says, “All those in favor of Amendment ______(the motion stated) say ‘aye.’ second Procedures Those opposed say ‘no.’”

9. Result of the vote is stated by the chair. “The motion is carried.” or “The motion is lost.” announcement MOTION Amending a Motion To amend a motion is to change the wording of a pending motion. second

1. Methods of Amending discussion a. Insert annoucement b. Add (at the end) c. Strike out d. Strike out and insert (words only) discussion e. Substitute (a paragraph) An amendment must be germane to the main vote motion; that is, it must relate to the same subject vote matter. There is no limit to the times a motion may be amended. annoucement annoucement Some Most-Used Motions Objection to Consideration. To suppress and prevent Main Motion. A motion to bring a matter before the discussion of an undesirable or sensitive question assembly for discussion and action. (must be raised before debate begins).

Amendments. Primary and secondary amendments Withdraw. To remove a matter from consideration are to modify or change a motion. without a vote upon it. (May be made by the mover or by permission of assembly.) Postpone Indefinitely. To reject a motion or question pending without taking a direct vote. The effect is to Take from the Table. To take up a matter that has been “kill” the main motion. laid on the table.

Refer to a Committee. To delay action; to give more Reconsider. To consider or bring back a matter previ- time for consideration or study of matter. ously voted on. Motion to reconsider must be made by voter on prevailing side and must be made on the Postpone to a Definite Time. To delay action on a pro- same day or in the same session. posed question to a specified time. Rescind. To repeal or annul action previously taken. Limit or Extend Debate. To limit by decreasing the Requires majority vote with previous notice; two- allotted time or to extend by increasing the allotted thirds without notice. time. (See chart.) Ratify. To make legal action taken in an emergency. Call for the Previous Question. A motion to determine whether the assembly will cut off debate and Officers vote at once on the pending question (requires two- Good leadership and informed membership are thirds vote). directly related to the officers’ knowledge and skillful use of parliamentary procedure and rules of order. The Lay on the Table. A motion which enables the assem- usage—extent and diversity—depend on the particu- bly to put aside a pending question temporarily; can lar organization. Since the quality and the effective- be brought back by a motion to take from the table ness of an organized group are often determined by (not intended as a killing motion). the proficiency of its leaders, choices of officers and other leaders must be made on the basis of the best Call for Orders of the Day. A request that the pre- qualifications for appropriate positions. The members scribed rules of order be followed. and officers should be familiar with functions of their officers and their officers’ qualifications and duties as Questions of Privilege (Personal and General). A prescribed by the organization’s bylaws. motion requesting special privilege for an individual or the assembly. The term PRESIDENT or CHAIR is a title given to the presiding officer unless a special title is chosen by Recess. To dissolve an assembly temporarily. the organization. The officers in line to serve in the absence of the PRESIDENT are VICE PRESIDENTS or Adjourn. To close a meeting officially. VICE CHAIRS.

Fix Time and Place to which to Adjourn. To provide The SECRETARY is the recording officer and fills for another meeting (called “adjourned meeting”) to other secretarial duties if there is no CORRESPON- continue business that was not completed in the pres- DING SECRETARY. ent session. The TREASURER is the custodian of the funds. Point of Order. To request enforcement of the rules of order. There may be additional officers specified in the bylaws, such as Director, Librarian, Historian, and Appeal from the Decision of the Chair. To question a Chaplain with assigned special duties. decision of the chair; an effort to reverse the decision of the chair on a point of order. The PARLIAMENTARIAN is a consultant to the PRESIDENT or other members of the organization and should be appointed by the PRESIDENT. Chart of Motions in Order of Precedence In order when Requires a Type of Motion Debatable? Vote required another has the second? floor? Privileged Motions To fix the time at which to adjourn No Yes No Majority

To adjourn No Yes No Majority

To recess No Yes No Majority

To rise to a question of privilege Yes No No Chair rules

To call for the order of the day Yes No No None

Subsidiary Motions To lay on the table No Yes No Majority

To call for the previous question No Yes No Two-thirds

To limit or extend limit of debate No Yes No Two-thirds

To postpone to a definite time No Yes Yes Majority

To refer to a committee No Yes Yes Majority

To amend No Yes Yes Majority

To postpone indefinitely No Yes Yes Majority

Incidental Motions To suspend the rules No Yes No Two-thirds

To withdraw a motion Yes No No Majority

To call for the reading of papers Yes Yes No Majority

To object to consideration Yes No No Two-thirds (opposed) To rise to a point of order Yes No No Chair rules

To rise to a parliamentary inquiry Yes No No Chair responds

To appeal from the decision of the chair Yes Yes No (if relates to priority Majority of business or decorum) (in negative) To call for a division of the house Yes No No None

To call for a division of the question No Yes No Majority

Motions that Bring a Question Again Before the House To reconsider No Yes Yes Majority

To rescind No Yes Yes Majority (previous notice) To take from the table No Yes No Majority

Main Motions No Yes Yes Majority Types and Ranks of Motions To answer questions about the types of motions and their ranks, refer to the chart below. For more information, con- sult the most recent edition of Robert’s Rules of Order. The motion at the top takes precedence over all the others, and each of the remaining motions takes precedence over all those below it. A main motion is in order only when no other motion is pending. When one of the motions listed is immediately pending, then: (a) any other motion appearing above it in the list is in order, unless a condition stated opposite the other motion causes that motion to be out of order; and (b) motions listed below the given motion that are not already pending are out of order (except for the application of amend or the previous question to certain motions ranking above them).

Privileged Fix the Time to Adjourn Motions Have nothing to do Adjourn with the motion under consideration, Take Recess but are important in and of themselves. Question of Privilege Call for Order of the Day

Appeal (from Decision of Chair) Incidental Motions Division of a Question (no rank) In general, these Consideration by Paragraph relate to the procedure being followed, Objection (to Consideration) rather than to what should be done with Parliamentary Inquiry the main motion. Point of Information Point of Order Suspend the Rules

Subsidiary Lay on the Table Motions These all refer to a The Previous Question main motion that is under consideration. Limit or Extend Debate In general, these suggest what is to Postpone to a Certain Time be done with the main motion. Refer to a Committee (to Commit) Amend the Amendment Amend Postpone Indefinitely MAIN OR PRINCIPAL MOTION (only one motion at a time) Qualifications of Officers Nominations President: Should be a good member and know the A nomination is the presentation of the name of a structure and purpose of the organization; have the person to the assembly as a nominee for an office to be ability to get along well with people; be able to preside filled. with dignity; have a sense of humor. Most organizations have detailed provisions for nominating and electing officers in the bylaws or other Vice President: Should have most of the qualities of governing rules. Such details usually include the the president since the vice president acts in the method of nominations, time of nominations, time and absence of the president. method of election, and details of installation (if this is observed). Recording Secretary: Should be prompt and depend- Listed below are the most frequently used able, accurate in work; possess some skills in the use methods: of words. 1. Nominations from the Floor Corresponding Secretary: Should be cordial and tact- a. In order when the chair requests them. ful and understand good principles of letter writing. b. Require no second. (In the absence of a secretary, a secretary pro tem c. The presiding officer repeats the names of the should be elected.) nominees and the secretary records them. d. When the presiding officer is sure that every Treasurer: Should have an understanding of good opportunity has been given for nominations, business procedure, capacity for handling money, the presiding officer may declare the some bookkeeping skills, and unquestioned honesty. nominations closed. It is in order for any Qualifications of the other officers depend on the member to move to close nominations; the purpose for which they exist, as defined by the organi- motion requires a two-thirds vote. zation and its rules. Nominations may be reopened by a motion and a majority vote. Board of Directors Many organizations have a board to take care of 2. Nominations by a Nominating Committee the essential business between meetings. It may be a. The nominating committee shall be elected by called board of directors, executive board, board of the organization according to the rules of the managers, or board of trustees. The bylaws should organization (bylaws, policy rules, state the name of the board, who shall serve as mem- parliamentary authority). bers, and the duties and authority of the board. b. The nominating committee shall submit to the In large organizations, there is also an executive organization, at the prescribed time, the names committee (usually a small number) usually composed of nominees proposed for office (copies to of the elected officers to act in emergencies between presiding officer and secretary). meetings of the board or the membership. In some c. After the report of the nominating committee, instances, it is expedient to have this body as the only the presiding officer shall call for nominations subordinate group with its duties and authority usual- from the floor. When no further nominations ly designed for a board. are presented, the presiding officer may declare the nominations closed or entertain a motion to close nominations. d. The report of the nominating committee is never adopted. (Voting is the act of adoption.) e. The membership of the organization may be informed of the names of proposed nominees before the meeting at which the committee submits its report. This should be written into the bylaws or standing rules if the procedure is acceptable. (Nominations from the floor must still be allowed.) Elections Approve – to adopt, accept, agree to, or ratify. Being nominated to office does not within itself Assembly – a gathering or group of persons with put a person in office. Nominees must be elected. To common interest and purpose. be elected to office involves membership’s voting. The usual methods of voting following the closing of nom- Chair – presiding officer; president; chairman. inations are as follows: Debate – discussion. 1. Voice Vote: Election may be by voice vote unless a ballot vote is required. (The motion to instruct Ex officio – by virtue of office (to be designated in the secretary to cast the ballot is not good bylaws). Full privilege of other members. procedure.) a. Nominees are voted on in the order in which General consent – informal agreement without the they are nominated. formality of a motion. b. Tellers may be appointed to assist with the Germane – closely related; of the same subject matter. count of votes and report to presiding officer. c. The presiding officer officially announces the House – the assembly. Before the members assembled result and declares the election. for the transaction of business.

2. Ballot Vote: Order of business – a sequence of business to be taken a. Where a ballot vote on nominees is required up at a session of an assembly; a schedule of business or expedient, it is important to make the to be considered at a meeting. necessary preparation for ballots, ballot boxes, time allotment, and space as needed. Pro tem – for the time being; acting in place (Latin pro b. Tellers to count the ballots should be carefully tempore). selected and instructed on correct procedure. Common sense must govern the validity of Quorum – the number of members, as stated in ballots if no rules exist. Three is the usual bylaws, that must be present for a legal transaction of number of tellers, but size of organization may business. If not stated in bylaws, it is a majority of the determine number. membership. c. Tellers report the result of the election at the Rank – precedence; having priority. designated time and give copies of the report to the presiding officer and the secretary. Recess – an intermission within a meeting approved d. The presiding officer repeats the results and by the members. declares the election. Table/desk or “care of the secretary” – thus, “laying on Officers assume their duties at the time the table” means entrusting to the care of the secretary. designated by the organization. Usually the time is stated in the bylaws and provides for taking office Definitions Related to Motions at the close of the meeting at which they are Amend elected or following an installation at some future – modify or change. time. If no rules exist in practice or policy, the Immediately pending question – the last question officers assume their duties upon election. (motion) stated by the chair. Organizations that have a widely distributed membership and find it difficult to assemble Motion – a formal proposal that certain action be members for elections may opt to hold elections taken; the question. by mail or permit proxy voting. Both of these methods are complicated and require detailed Main motion – a motion that introduces a new subject. governing rules. Pending question (motion) – a motion that has been stated by the chair and is under consideration. General Definitions Adopt – to accept or approve a report or statement. Question – the business before the house.

Adjourn – to close a meeting officially. Resolution – a formal motion. It may have a preamble setting forth the reasons. Agenda – a detailed outline of the items under the order of business for a specific meeting. Definitions Related to Votes PARLIAMENTARY PROCEDURE Division of the house – a rising vote to determine the 1. TF There is a law passed by Congress exact number of votes. which requires groups to use Robert’s Rules of Order. Majority vote – more than half of the votes cast by persons entitled to vote. 2. TF An “agenda” and an “order of business” are the same thing. Plurality vote – the highest number of votes when 3. TF Motions that limit the rights of there are three or more choices. members require a two-thirds vote. Tie vote – the same number of each side. 4. TF An elected presiding officer (president, chairman, etc.) has the Two-thirds vote – two-thirds of the votes cast by per- right to vote and make motions. sons entitled to vote. 5. TF Robert’s Rules of Order always takes Definitions Related to Methods of Voting precedence over a group’s bylaws. Ballot vote – a written vote; secrecy the main object. 6. TF A “president pro tempore” is a (All blanks are ignored.) permanent officer. 7. TF “Ad hoc” means “temporary.” Mail vote – method to be provided in bylaws. 8. TF Standing rules are not the same as Proxy vote – a vote cast by another on authority given bylaws. by member; only valid if provided in bylaws. 9. TF An ex-officio member of a group cannot vote. Roll call – voice vote by calling roll of members. 10. TF Proxy voting is not permitted unless a Standing vote – members stand to indicate vote. group’s bylaws allow it.

Unanimous vote – no one dissenting. 11. TF As a general rule, a group should never vote to approve a treasurer’s Voice vote – response of “aye” or “no” by members to report. indicate vote. 12. TF The members of a standing committee must stand up during meetings. 13. TF A summary of group’s discussion during a meeting should never be included in the minutes. 14. TF A motion to close nominations requires a two-thirds vote. 15. TF A motion to adjourn cannot be reconsidered. 16. TF A motion made as part of a committee report does not need to be seconded.

17. TF You love parliamentary procedure. 18. TF If a meeting is adjourned “sine die,” there is no set date or time for the next meeting. 19. TF A “point of order” is an objection to the procedure being followed in a meeting. 20. TF A “main motion” takes precedence over all other motions. PARLIAMENTARY PROCEDURE 1. TF There is a law passed by Congress which requires groups to use Robert’s Rules of Order. 2. TF An “agenda” and an “order of business” are the same thing. 3. TF Motions that limit the rights of members require a two-thirds vote. 4. TF An elected presiding officer (president, chairman, etc.) has the right to vote and make motions. 5. TF Robert’s Rules of Order always takes precedence over a group’s bylaws. 6. TF A “president pro tempore” is a permanent officer. 7. TF “Ad hoc” means “temporary.” 8. TF Standing rules are not the same as bylaws. 9. TF An ex-officio member of a group cannot vote. 10. TF Proxy voting is not permitted unless a group’s bylaws allow it. 11. TF As a general rule, a group should never vote to approve a treasurer’s report. 12. TF The members of a standing committee must stand up during meetings. 13. TF A summary of group’s discussion during a meeting should never be included in the minutes. 14. TF A motion to close nominations requires a two-thirds vote. 15. TF A motion to adjourn cannot be reconsidered. 16. TF A motion made as part of a committee report does not need to be seconded.

Distributed by Sylvia Clark, Extension Associate.

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