STUDENT LEADER S GUIDE To Parliamentary Procedures USING ROBERT S RULES OF ORDER

Transcription

1 STUDENT LEADER S GUIDE To Parliamentary Procedures USING ROBERT S RULES OF ORDER Compiled by John Constantino, MA Student Life Coordinator Kaua`i Community College University of Hawai`i Kaumuali`i Hwy. Lihu`e, HI Page 1

2 Table of Contents Purpose of Parliamentary Procedures 3 Fixed Agenda 5 Main Motion 6 Subsidiary Motions 7 Priviledged Motions 8 Incidental Motions 9 Revisited Motions 11 Questions Relating to Motions 12 Chart for Handling Motions 13 Presenting Your Motion 19 Definition for Parliamentary Terms 16 Duties and Responsibilities of Officers 18 Parliamentary Procedures in Action 22 References 27 Page 2

3 A Parliamentary Guide Using Robert s Rules of Order Parliamentary Procedures is the method by which a meeting is conducted efficiently so it can end on time. This method keeps business meetings in focus. Only one topic may be on the floor at a time, and no topic may be on the floor unless it has been listed on the agenda, or has been put on the floor through a motion, which has been seconded. It guarantees that everyone who has something to say gets an opportunity to speak. However, time per speakers may be limited, and the person leading the meeting may decide that a motion has been fully discussed and call for a vote. It helps the group make decisions without confusion. Why is Parliamentary Procedure important? It is the basis of a Constitutional government that allows everyone to be heard and to make decisions without confusion. As stated by O. Garfield Jones (1971) A democratic government is based upon the principle of majority rule. Majority rule requires that the minority abide by the will of the majority. And the willingness of the minority to abide by the will of the majority is, in turn, based upon the willingness of the majority to permit the minority to have their say before final action is taken. According to Kaua`i Parliamentarian Teofilo Phil Tacbian Parliamentary procedure has two primary purposes. First, it makes to determine and execute the will of an assembly. Second, it saves time by providing an orderly and expeditious manner of transacting business. It is not necessary for every person to be an expert on the details of procedure, but a general knowledge of the subject is most desirable. You never know when you may be called upon to lead the meeting of a committee, a club, or business group. It is important, therefore, that you be prepared to save time and expedite business by observance of the rules commonly followed. Parliamentary Procedure means: Democratic rule Flexibility Protection of rights A fair hearing for everyone Origins of parliamentary procedures: Page 3

4 Parliamentary procedures began its origins in the early Parliaments of England, and was brought to America with the first European settlers. It has been used over a thousand years of English and American experience in self-government through deliberative assemblies. More notably, parliamentary procedures was defined and made easier to understand by Henry Martyn Robert, an American Engineering Army Officer. He was a distinguished river and harbor engineer, the principle designer of the Galveston Sea Wall, and known for his active role in civic and educational contribution. The over all driving force for Henry M. Robert in creating his Robert s Rules of Order started when he was asked without warning, to preside over a church meeting. Although he was not familiar with, nor had he the knowledge to conduct a meeting, he attempted to lead the group in some form of organized discussion, and soon found himself unable to control or conduct the meeting efficiently. This embarrassing event left Henry M. Robert determined to never attend another meeting until he knew something of parliamentary law. In 1876, Henry M. Robert published his manual on Parliamentary Law, more commonly known as Robert s Rules of Order. He went on to write additional editions of this manual, and is based on the practice of the United States House of Representatives. It has brought unity to American parliamentary procedure, and has assisted smaller organizations to conduct meetings in a civilized and efficient manner. Parliamentary procedure is not synonymous with the book Robert s Rules of Order. It is the most widely used of several major parliamentary manuals. 80% of organizations in the U.S. use Robert s Rules of Order. 15% of groups (particularly physicians and dentists) use Sturgis Standard Code of Parliamentary Procedure. 5% of groups (particularly unions) use Demeter s Manual of Parliamentary Law and Procedure. Other well-known parliamentary texts include Riddick s rules of Procedure, Mason s Manual of Legislative Procedure (used by legislatures), and Bourinot s Rules of Order (used in Canada). What groups must follow parliamentary procedure? Most organizations, such as business, cultural, religious, social, fraternal, professional, educational, labor, civic scientific, medical, and governmental, are subject to the principles and rules of common parliamentary law. All profit and non-profit corporations and associations and the boards, counsels, commissions, and committees of government, must observe its rules. Page 4

5 Groups using parliamentary procedure usually follow a fixed agenda: A fixed agenda is also called order of business. Here s a typical example: I. CALL TO ORDER If a quorum is present, the Chair/President (the person conducting the meeting) says, This meeting will come to order. II. III. IV. ROLL CALL Members say present when their names are called. Attendance sheets may be passed around instead of roll call. MINUTES The secretary reads a record of the last meeting. These minutes need to be reviewed, corrected if necessary, and approved for filing. OFFICER S/COMMITTEE REPORTS The reports of various officers in the organization or group, such as the Treasurer, and Committee Chairperson, are usually given to keep everyone up to date on financial or money matters and how the planning of different programs is coming along. V. SPECIAL ORDERS This is important business previously designated for consideration at this meeting. VI. VII. VIII IX. UNIFINISHED BUSINESS Discussion and decision-making on matters which were not finished at the previous meeting. NEW BUSINESS New matters for discussion and decision making. It would usually follow the recommendations from the reports of the Committees. Remember, before discussion can take place on a specific action, a motion must be made. ANNOUNCEMENTS These inform the people at the meeting of other subjects, events, meetings and deadlines. ADJOURNMENT The meeting ends by a vote or by general consent (or by the chair s decision if the time of adjournment was set by an earlier vote), or after all business is finished. Remember in order to conduct a meeting legally, the group must have a quorum, the number of members that must be present for business to conducted legally. Usually two-thirds of the group must be present at the meeting. The actual number is usually stated in the group s constitution and/or by-laws. Page 5

6 How do members get their say? Members are asked to make motions. A motion is a proposal that the group takes a stand, or takes action on an issue. Members have a right to: Present motions: Make a proposal I move that... Second motions:express support for discussion of another member s motion - Second. Debate motions: Give opinions on the motion I think... Vote on motions: Make a decision All those in favor... There are five general types of motions: I. MAIN MOTIONS LOWEST RANK These introduce subjects for consideration. They cannot be made when another motion is before the assembly. They yield to privileges, subsidiary and incidental motions. Phrased: Mr./Ms. Chair/President, (wait to be recognized) I move that we Every item of business should be introduced by a motion. 2. Makers of a motion should: a. Have motion written on a piece of paper to be given to the chairperson. Motion should be clear and concise. If the motion occurs to the maker during the meeting, it should also be clear and concise. b. Have someone prepared to second the motion. If it is an impromptu motion, anyone who wants the motion brought to the floor for discussion may second it. The seconder does not have to favor the motion but wants it discussed. c. Be prepared to speak first when the motion is opened for discussion. d. Cannot be made if another question is before the assembly. e. It yields to all privileged, incidental, and subsidiary question. Debating Rule No person can speak more than twice on the same question (only once to a question of order), no longer than ten minutes at one time, without leave of the assembly which requires 2/3 vote. No person can speak the second time to a question until every member choosing to speak has spoken. II. SEVEN SUBSIDIARY (AMEND) MOTIONS Page 6

7 These change or affect how the main motion is handled. They are voted on before the main motion. POSTPONE INDEFINITLY RANK #2 1. Polite way of killing the main motion a. Advantages: b. Opens debate on main motion and itself. i. Allows speakers to speak 4 times on main motion. ii. Allows opponents to feel out their strength on a motion. TO AMEND RANK #3 1. No more than 2 amendments can be pending before the assembly at one time. 2. Applies only to the main motion. Principal and secondary amendments. 3. Amendments must be germane to the pending motion. a. Amend motion by: i. Inserting words ii. Adding words iii. Striking out words iv. Striking out and inserting words v. Substituting words vi. A motion cannot be amended by restating the entire motion in a different way than originally stated. TO COMMIT OR RECOMMIT RANK #4 Phrased Mr. Chair/President, I move to refer the subject to a committee. 1. Object is to have group save time and allow further study. 2. Number of committee and membership may be decided informally. The Chair/President may appoint number and membership of a committee or it may be determined by vote without a motion and through nominations. Troublesome questions should be referred to a committee, which will contain representatives of all properties. TO POSTPONE DEFINITELY RANK #5 Phrased: Mr. Chair/President, I move to postpone the subject until the next business session. 1. Business postponed is taken up at next meeting or at a later time in the meeting. 2. Business cannot be postponed to no later than the next meeting. 3. Requires 2/3 vote for business that has been postpones to be taken up prior to the postponed time. 4. Debate is limited in that it must not go into the merits of the subject matter any further than is necessary to enable the assembly to judge the propriety of the postponement. TO MODIFY DEBATE RANK #6 1. Object is to extend or limit debate from the standard of 2 times of ten minutes. 2. Requires 2/3 vote. PREVIOUS QUESTION RANK #7 Page 7

8 Phrased: Mr. Chair/President, I move to the previous question. or Mr. Chair/President, I move the previous question on all pending questions. 1. Terminates further discussion and amendments. Its effect (excepting when to Amend or to Commit is pending) is to instantly close debate and bring the assembly to vote upon the pending question. 2. Its effect when either motion to amend or Commit is pending is to cut off debate and to force a vote, not only upon the motions committed. The Chairperson/President puts to vote all these questions in their order of precedence, beginning with the last one moved. TO TABLE RANK #8 Phrased: Mr. Chair/President, I move the motion to be tabled. Or Mr. Chair/President, I move we take from the table the motion Lay a question aside temporarily until other urgent matters are considered. 2. Modern trend Used to kill a motion if not taken from the table by majority vote during meeting or next meeting. 3. It is the responsibility of the members who are for the motion to bring the motion from the table. III. FIVE PRIVILEGED MOTIONS Privileged motions are most urgent. These concern special or important matters not related to pending business. In general, they are considered before other types of motions. CALL FOR THE ORDER OF THE DAY - RANK #9 Phrased Mr. Chair/President, I call for the orders for the day. 1. Brings meeting back to order (proper agenda) QUESTION OF PRIVILEGE RANK #10 Phrased: Mr. Chair/President, I rise to a question of privilege. Will the guest please speak louder. 1. Questions relating to the rights and privileges of the assembly, or any of its members. Made to improve meeting. 2. A question of privilege may be referred to a committee to be resolved or have any other subsidiary motion applied to it. TO TAKE A RECESS RANK #11 Phrased: Mr. Chair/President, I ask for a ten minute break to review the complaint submitted by a member of the student body. 1. To take a break, especially on heated debate. TO ADJOURN RANK #12 Phrased: Mr. Chair/President, I move the meeting be adjourned 1. Cannot be made when another member has the floor or when the assembly is voting. It can be made after the vote is taken but before the results are announced. Page 8

9 2. Effect on unfinished business Unfinished business remaining after the meeting is adjourned is taken up the next meeting as unfinished business if the constituents of the assembly is basically the same. If the constituents are changed, then adjournment terminates all unfinished business. TO FIX THE TIME TO WHICH TO ADJOURN RANK #13 Phrased: Mr. Chair/President, I move that when this assembly adjourns, it adjourns to meet at such a time. 1. Is debatable if made when no other question is before the assembly. IV. ELEVEN INCIDENTAL MOTIONS These are questions of procedure that arise out of other motion. APPEAL Phrased: Mr. Chair/President, I appeal from the decision of the chair. 1. Any member dissatisfied with any decision of the Chairperson/President, may appeal the decision to the assembly. 2. Appeal must be made immediately after the Chair/President has announced his/her decision otherwise it is out of order. 3. The maker of the motion may interrupt any member who has the floor. 4. Recognition by the chair is not required. 5. Second is required; not amendable; debatable when applied to a debatable motion; majority vote required; reconsiderable; not renewable and applies to motion i.e. to table; reconsider and close debate. 6. The closing of debate or tabling the appeal does not affect the main motion that is pending. 7. Every member has only one turn to speak on an appeal except the chair who has two turns state his/her discussion and after discussion has a rebuttal. SUSPEND THE RULES Phrased: Mr. Chair/President, I move to suspend the rules which interfere with (specify the items interfered with by present rules)." 1. Takes precedence of the main motion and all subsidiary motions, but yields to all privileged motions. 2. Requires 2/3 vote. 3. Rules can be suspended only when they make provisions for such suspension. 4. Cannot interrupt another who has the floor; must be recognized by the chair, second is required; not debatable or amendable. POINTS OF ORDER AND CALL TO ORDER Phrased: Mr. Chair/President, I rise to a point of order (or point of information or point of parliamentary inquiry). 1. When member believes the Chairperson/President has made a mistake or a wrong decision or improper procedure, he/she rises to a point of order or parliamentary inquiry or information. 2. Must be raised immediately after the error has been made. Page 9

10 3. All requests for information are addressed to the chair/president even though aimed at another member. 4. Applies to all motions. 5. May interrupt a member who has the floor. 6. Recognition by the chair is not required. 7. Not renewable; not debatable; not amendable; no second required; vote not required unless appealed; not reconsiderable. OBJECTIONS TO CONSIDERATION OF A QUESTION Phrased: Mr. Chair/President, I object to the consideration of this motion. (Never put a motion in negative form). 1. Prevents discussion on a motion. 2. It applies to main motion and question of privileges. 3. May interrupt a member who has the floor. 4. Recognition from chair is not required. 5. No second, debates, amendments, or renewal. 6. Requires 2/3 vote (negative). 7. If motion is defeated discussion must be permitted before it is disposed of (to lay on the table). TO RENEW THE MOTION 1. Any privilege or incidental motion except objection to consideration and suspension of rules may be renewed. 2. A main motion cannot be renewed except by motion to reconsider or take from the table. CALL FOR DIVISION 1. When the outcome of the voting is in doubt, call for a division. 2. Without rising, the member may simply call out division. 3. No second; not amendable or debatable; majority vote; not reconsiderable. TO READ A PAPER 1. Where papers are laid before the assembly, every member has a right to read them once before they can be compelled to vote on them. 2. Second is required; not amendable or debatable; majority vote; reconsiderable. TO WITHDRAW A MOTION Phrased by mover: Mr. Chair/President, I desire to withdraw my motion. Phrased by another member: Mr. Chairman, I move that Mr. X be allowed to withdraw his motion. 1. A main motion may be withdrawn (by the mover) at any time before final action is reached, provided no one objects. 2. If objection is made, leave to withdraw may be granted by a motion so moved by another member. 3. It applies to any member. 4. May not interrupt a member who has the floor. 5. Mover must be recognized. Page 10

11 6. Majority vote required; may be renewed after progress and may be reconsidered. TO DIVIDE THE QUESTION 1. If motion has several parts, the motion is divided into parts. Act on the question part by part. 2. No second required; not debatable; amendable; requires majority vote; not reconsiderable. TO CLOSE NOMINATIONS 1. Motion to close nominations is not in order until the following are met: a. There are two or more nominees for the office. b. A second is required. c. Ample time is given for nominations from the floor. Chair/President is responsible for protecting the rights of the minority. 2. Requires 2/3 vote. TO CONSIDER SERIATIM 1. Motion to consider main motion paragraph by paragraph. 2. Second is required; not debatable; not amendable; not reconsiderable. 3. Majority vote is required. V. MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY These enable certain items to be reconsidered. In general, they are brought up when no business is pending. TO TAKE FROM THE TABLE Phrased: Mr. Chair/President, I move we take from the table the motion to (state the motion that was tabled). 1. Precedence is the same as any main motion. 2. May be moved the same day that the motion was tabled. 3. Cannot be moved when any other motion is before the assembly. 4. May interrupt a member who has the floor. 5. Must be recognized by the chair/president. 6. Second is required; not amendable; not reconsiderable; not debatable; majority vote is required; may be renewed after progress. However, main motion is amendable and debatable. MOTION TO RECONSIDER 1. It takes precedence of the motion to which it applies. 2. This motion may be made at the same meeting or on the next legislative day. 3. For a negative vote on a subsidiary, incidental, or privileged motion, it must be reconsidered immediately. The above mentioned motions can be renewed after the discussion has progressed. 4. This motion must be moved by the prevailing side only. 5. No motion may be reconsidered twice. Page 11

12 6. Reconsiders all motions except to adjourn, suspension of rules, and to lay on the table. 7. May interrupt a member who has the floor. 8. Recognition is not required. 9. Second is required; not debatable; not amendable; not reconsiderble; majority vote is required. CLINCHING THE MOTION BY RECONSIDERATION: 1. Immediately after the majority passes or defeats a motion, the reconsideration is called and defeated. This prevents members from changing their minds later. Questions relating to motions: Is it in order? Your motion must relate to the business at hand and be presented at the right time. It must not be obstructive, frivolous or against the by-laws. May I interrupt the speaker? Some motions are so important that the speaker may be interrupted to make them. The original speaker regains the floor after the interruption has been attended to. Do I need a second? Usually, yes. A second indicates that another member would like to consider your motion. It prevents spending time on a question that interests only one person. Is it debatable? Parliamentary procedure guards the right to free and full debate on most motions. However, some subsidiary, privileged and incidental motions are not debatable. Can it be amended? Some motions can be changed by striking out or inserting wording, or both. Amendments must relate to the subject as presented in the main motion. What vote is needed? Most require only a majority vote (more than half the members present and voting). But, motions concerning the rights of the assembly or its members need a two-thirds be adopted. Can it be reconsidered? Some motions can be debated again and re-voted to give members a chance to change their minds. The motion to reconsider must come from the winning side. Page 12

13 Types of Motion Interrupt Speaker Second Require d CHART FOR HANDLING MOTIONS Debatabl Amendabl Vote e e Required Remarks Example Main Motion NO YES YES YES MAJORITY Introduces business or states a proposal for group action. I move that the club sponsor a dance, Friday, November 7. To take from the table NO YES NO NO MAJORITY The purpose is to bring up for debate motions that were tabled earlier. I move the motion, that was tabled in the last meeting to be further discussed. To reconsider NO YES YES NO MAJORITY Motion to reconsider may be made only by a person who voted on the prevailing side. Must be made during meeting or at next meeting. I voted with the prevailing side of the motion to sponsor a car wash, and move to reconsider the action taken. Or I move to have the motion reconsidered at the next meeting. To rescind or repeal NO YES YES YES 2/3 OR MAJORITY The purpose of is to rescind or repeal previous action. May be done with majority vote if prior notice given. I move that we rescind the motion of purchasing activity banners, which was passed at the meeting of Oct. 7 th. Page 13

14 SUBSIDIARY MOTIONS Interrupt Speaker Second Require d Debatabl e Amendabl e Vote Required Remarks Example Postpone indefinitely NO YES YES NO MAJORITY Used to test the strength of the main motion. If the motion carries, the main motion is lost. I move the matter be postponed indefinitely. Amend motion or substitute motion NO YES YES YES MAJORITY Ways to amend: insert, add to, strike out, or strike out and insert. Substitute motion replaces main motion if passed. I move to amend the motion by striking out the words Friday, November 7 and inserting the words Saturday, November 22. Or: I move the substitution motion namely, that the dance be on the 22 of Nov. Amend amendment NO YES YES NO MAJORITY Pertains only to the part that has been included in amendment. I move to amend the amendment by striking out the words Saturday, November 22 and inserting the words October25. Refer to committee NO YES YES YES MAJORITY May be assigned to a standing committee or to a committee to be appointed or elected with instructions to investigate, recommend, I move that we refer this matter to the social committee. Page 14

15 Postpone to a definite time or take action. NO YES YES YES MAJORITY Purpose is to delay action to some specific time. I move to postpone action on this matter until our next meeting on Friday, Oct. 26. Previous question leads to close of debate NO YES NO NO TWO- THIRDS Applies to main motions only, except when others are specified. Purpose is to limit or stop debate. I move the previous questions (the main motion). Table NO YES NO NO MAJORITY Purpose is to postpone for more pressing business until later in the meeting or until next meeting. I move to table the motion until a committee can give us details of the event at the board meeting. PRIVILEDGE D MOTIONS Interrupt s Speaker Second Require d Debatabl e Amendabl e Vote Required Remarks Example Orders of the day, or refer to the Agenda YES NO NO NO No vote A demand that meeting conform to agenda I call for orders of the day. Or: I move that we consider the topics on the agenda. Questions of privilege YES NO NO NO No Vote Purpose is to bring up an urgent matter or rights of members, such as noise or disturbance during the meeting. I rise to a question of privilege. No side discussions, please. Page 15

16 Recess NO YES YES YES MAJORITY Intermission for meals, counting ballots, and the like. I move we have a tenminute recess to count the ballots. Adjourn NO YES NO NO MAJORITY Purpose is to terminate the meeting. I move that we adjourn. Set time for next meeting NO YES NO YES MAJORITY When a meeting is needed but not yet scheduled. I move to set the time for our next meeting for 7 pm tomorrow to continue the present discussion. INCIDENTAL MOTIONS Interrupt s Speaker Second Require d Debatabl e Amendabl e Vote Required Remarks Example To rise to a point of order YES NO NO NO NO VOTE This means that the person feels that there has been a breach of parliamentary rules or decorum. I rise to a point of order. (State point.) I believe that this discussion was never moved and seconded. To appeal from the decision of the chair YES YES YES NO MAJORITY Must be made immediately. Used when it is though that the chair has made an incorrect decision. I appeal from the decision of the chair. (State appeal). We do have the necessary funding to send another delegate to the statewide conference. Page 16

17 To suspend a rule NO YES NO NO TWO- THIRDS An agreement to temporarily change the order of business. If there is no objection, the president may call for a vote. I move to suspend the rules in order to allow the speaker his full thirty minutes. Object to consideratio n of motion YES NO NO NO TWO- THIRDS Applies to main motion only, and must be made before any debate. I object to consideration of this motion, as no research has been done on the proposed event. Division of assembly YES NO NO NO NO VOTE Verifies by hand, standing, or roll call vote the decision of the president. I call for a division of the house. I ask for a role call vote. Parliamentar y Inquiry information YES NO NO NO NO VOTE An inquiry or request is addressed to the president, but if permission is granted, may be addressed to other members of the group. I rise to a parliamentary inquiry. Or, I rise for more information on the main motion. Or, May I have the President s permission to ask a question? Withdraw motion NO NO NO NO NO VOTE Member who was making motion withdraws motion before discussion or, with general consent, before the vote. I request permission to withdraw my motion, namely, (state the motion). Page 17

18 To close nominations NO YES NO YES TWO- THIRDS The president may close nominations without a vote after giving the group the opportunity to make more nominations. I move the nominations cease. I move that we close all nominations for the executive board. Page 18

19 Things to consider: 1. Affirmative votes may not be reconsidered. 2. Unless vote on question has begun. 3. Unless the committee has already taken up the subject. 4. Unless the motion to be amended is not debatable. 5. Unless the chair submits to the assembly for decision. 6. A two-thirds vote in negative is needed to prevent consideration of main motion. 7. Only the main question has not been debated yet. 8. Unless the motion to be reconsidered is not debatable. How do I present my motion? Here s what happens when you want a motion considered: 1. You obtain the floor. Wait until the last speaker is finished. Rise and address the chair. Say, Mr. Chairperson or Mr. President. Give your name. The chair will recognize you by repeating it. 2. You make your motion. Speak clearly and concisely. State your motion affirmatively. Say I move that we do... instead of I move that we do not... Stay on the subject and avoid personal attacks. 3. Wait for a second. Another member will say, I second the motion Or, the chair will call for a second. If there is no second, your motion will not be considered. Motions made at the direction of a board of committee (of more than one person) do not require a second. 4. The Chair/President states your motion. The chair must say, It is moved and seconded that we... After this happens, debate or voting occurs. Your motion is now the property of the group, and the motion cannot be changed without consent of the members. 5. You expand on your motion. As the person who made the motion you are allowed to speak first. Direct all comments to the chair. Keep to the time limit for speaking. You may speak again after all other speakers are finished. You may speak a third time by a motion to suspend the rules with a 2/3 vote. 6. The Chair/President puts the question. Page 19

20 The chair asks, Are you ready for the question? If there are no more discussions, or if a motion to stop debate is adopted, a vote is taken. The chair announces the results. The methods of voting on a motion: Depends on the situation and the bylaws of your organization. You may vote by: 1. Voice The chair asks those in favor to say aye and those opposed to say no (for majority votes only). A member may move for an exact count. 2. Show of hands Members raise their hands to verify a voice vote, or as an alternative to it. This does not require a count. A member may move for an exact count. 3. Roll call If a record of each person s vote is needed, each member answers yes, no or present (indicating the choice not to vote) as his or her name is called. 4. Ballot Members write their vote on a slip of paper. This is done when secrecy is desired. 5. General consent When a motion isn t likely to be opposed, the chair says, If there is no objection... Members show agreement by their silence. If someone says, I object, the matter must be put to a vote. More about voting: 1. Pending motions A question (motion) is pending when it has been stated by the chair but not yet voted on. The last motion stated by the chair is the first pending. The main motion is always the last voted on. 2. A motion to lay on the table This motion is used to lay something aside temporarily to take care of a more urgent matter. It should not be used to prevent discussion or to kill a question. 3. Members can take from the table a motion for reconsideration. This must happen by the end of the current or next session (depending on how soon the next session is scheduled). Page 20

21 4. A motion to postpone indefinitely This is parliamentary strategy. It allows members to dispose of a motion without making a decision for or against. This is useful in case of a badly chosen main motion for which either a yes or no vote would have undesirable consequences. Definitions of Parliamentary Terms Accept, Adopt, Approve, applied to reports and motions agreed upon not to be confused with received. Adjourn, to bring the meeting to a close. Agenda, the order of business to be brought up at a meeting. Amend, to change or modify a motion by striking out, or by adding or by substituting. Assembly, a group, society, club, sometimes called the house. Business, motion, resolution, subject, the proceeding; the agenda. Bylaws, code of rules or regulations accepted by a society for its own guidance. Chair, the presiding officer at a meeting. Clerk, same as secretary. Commit, to refer to a committee. Constitution, same as bylaws; sometimes combed, or in two parts. The constitution contains the more basic essentials; the other, procedures. Debate, to discuss the pros and cons of a motion. Division of Assembly or the House, calling for a recount of the vote. Division of a Question, separating a motion and voting on each part separately. Executive Secretary, a salaried executive, as a general manager under the board and executive committee. Ex-officio, by virtue of official position, usually of boards and committees. Fiscal Year, the financial year of an organization. Floor, Obtain the, when a member is recognized by the Chair, he has the floor. Floor, On the, a motion is on the floor when it is being considered by the assembly. General Consent, unanimous, silent, used in routine matters, if there is time, general discussions, constructive criticism, informal suggestions. House, same as assembly, meeting etc. Main Motion, the motion that introduces the business or proposal to the assembly for action. Majority, more than half the votes cast. Minutes, the official record of proceedings at a meeting. Page 21

22 Motion, Main or Principal, See Main Motion. Order of Business, same as agenda the schedule of business to be considered. Orders of the Day, program or order of business adopted that should be followed. Parliamentarian, one skilled in parliamentary procedure; advises the presiding officer concerning questions of parliamentary procedure. Parliamentary Law, accepted rules for deliberative bodies, mostly derived from the usage of the English Parliament and later from the United States Congress. Pending and immediately Pending, the question before the assembly for discussion and action. Plurality, term used in an election when one candidate has the largest number of votes. Point of Order, a question concerning a breach of parliamentary rules. Postpone Indefinitely, a motion to suppress, eliminate, or kill the main motion. Preamble, an introduction or preface to a resolution. Precedence, priority in rank. Prevailing Side, the side having secured the most votes. Previous Question, a call to close debate and take the vote. Privilege, Questions of, must not be confused. It refers to rights and privileges of the assembly or any of its members. Pro Tem, for the time being, temporary. Putting the Question, placing the motion before the assembly for a vote. Question, same as motion, when stated by the Chair for a vote. Quorum, a specific number of members required, according to the bylaws, to hold a legal meeting. Recess, a motion used to halt the proceedings temporarily. Refer, see Commit. Seriatim Consideration, consideration of a motion, line by line and paragraph by paragraph. Sine Die, without a day, indefinitely, final adjournment. Table a Motion, to put aside the pending question temporarily. Table, Take from, a motion used to restore a question for consideration again. Ticket, a slate of candidates for office. Two-thirds vote, two-thirds of the votes cast; it should be a rising vote. Viva Voce, by the voice; usually is the method of voting. Voting, those actually casting a vote. Page 22

23 Yield, concede to, outranked by, give way to. Duties and Responsibilities of Officers 1. CHAIRPERSON OR PRESIDENT The presiding officer General duties (not all inclusive) - open session and announce business and its order - actioning of business - managing voting, announce results of vote - maintain order, following agenda, rules of organization - prepare agenda, supporting materials - to facilitate, moderate debate - answer/decide on questions of order - authenticate by signature (when needed) all official acts of the group, to include financial - represent and speak for the group to others - appoint committees/chairs - provide general guidance/goals/mission to group - seek input and support from group/advisor/others - accept responsibility for group s actions, provide leadership to fix problems - serve as model for other members - vote when necessary - remain as neutral on many issues as possible, definitely a judgement call Voting - If needed or so desired, the chair may vote to break a tie, or when he/she feels strongly about an issue. Preferably the vote is by ballot in order not to bias the assembly. - The chair may leave her/his position in order to speak on an issue, temporarily appoint a vice-chair, or the vice-president will take over until the issue is resolved. - If the chair has even the appearance of being a partisan, she/he loses much of her/his ability to control those who are on the opposite side of the issue. Know your Constitution/By-Laws/Charter/Rules of Order - have a copy handy for reference Know the business before the group - ensure people report agenda items early - know about committee reports before they happen Be comfortable and confident - relax and have fun - do not get lost in procedure, the content is usually more important than the process Page 23

24 2. VICE CHAIR OR PRESIDENT Assumes duties of President/Chair in his/her absence Serves additional duties as the chair deems necessary - chair may delegate some duties to the vice-chair - may have extra responsibilities like recruiting, fund-raising, etc. 3. SECRETARY (CLERK) Recording - takes and reports minutes - recording of minutes follows agenda - may include list of members present, absents, and guests - may serve as historian if this position is not separate Corresponding - maintains communications with the organizations, members, outside individuals or groups Depending on amount of work, these positions are usually combined 4. TREASURER Dues/funds custodian - collects dues - manages funding accounts, i.e. school funds and private accounts - tracks expenditures and revenues - reports status to group - helps plans budgets and costs for activities - prepares financial statement for auditors (signed by president) 5. SPECIALTY POSITIONS AND COMMITTEES Historian - Tracks and collects information on the origin, life and activities of the organization - Maintains alumni records - Maintains scrapbooks, photo album - Helps provide information for publicity, alumni, current members Social & Recreation - Plans social activities - Coordinates with other agencies, organizations, people - Locates places, prices, and materials, works with treasures and president on budget Professional Development - Brings speakers to group - Plans activities or trips related to nature and purpose of organization - Locates places, prices, and materials, works with treasurer and president on budget Ad Hoc Page 24

25 - Committees or positions created to carry out special projects - Created for a limited time frame - May become a permanent position or committee Ex-Officio - Special membership status for an individual - Non-voting position, but has all other rights of membership - May create membership standards, those who fall outside of them may be exofficios Parliamentary Procedures - A Mock Campus Life Board Meeting I. CALL TO ORDER Page 25

26 PRESIDENT: order. The third meeting of the Campus Life Board will come to II. ROLL CALL PRESIDENT: The secretary will now call roll. (In a small group, usually less than 20, the roll need not necessarily be called). SECRETARY: Quorum is present Mr./Ms. President. III. MINUTES PRESIDENT: Are there any corrections to the minutes of the September 16, 2013 Board meeting? (Pause... STUDENT A s hand is raised and is recognized by the President.) STUDENT A? STUDENT A: I was present at the September 16 th meeting. (Secretary should be recording corrections to be reflected in the next minutes.) (STUDENT B s hand is raised and is recognized by the President.) PRESIDENT: STUDENT B? STUDENT B: Page three under unfinished business, this may be a typographical error but in any event, the vote on the main motion was 9-11, not 9-1. The motion was correctly reported as having been defeated. PRESIDENT: Are there any other correction to the minutes? If there are no further corrections, the minutes will stand approved as corrected. IV. EXECUTIVE REPORTS PRESIDENT: I would like to report that the Hawai`i State Leadership Conference will be held on Maui from February 14 through 16. Vice President do you have a report? VICE-PRES: Club registration forms are due at the end of the month. All club liaisons are reminded to inform campus groups that in order to receive ASUH-KCC funding; they must complete all required registration forms. PRESIDENT: Thank you Vice President, any report from the Recording Secretary? SECRETARY: Board members are reminded to turn in their class schedules to the office by the end of this week. Page 26

27 I. COMMITTEE REPORTS PRESIDENT: Treasurer, what is our balance to date? TREASURER: Well, to date we have a balance of $5,000 with $3,000 allocated for the fiscal year. PRESIDENT: Thank you Treasurer. Are there any reports from the committee chairs? STUDENT D: Committee. I would like to report on the status of the KCC Self-Study PRESIDENT: The KCC Self-Study Steering Committee (SENATOR D) will now give a report. STUDENT D: At present, the college is working on a self-assessment for the purpose of maintaining our accreditation status. I have completed my initial tasks on the committee. The committee will be meeting next on October 6 at 1:00 pm. NOTE: Committee reports should not end with a motion or recommendation. Motions and recommendations resulting from reports would be brought under New Business. PRESIDENT: Thank you, are there any questions concerning the report? (Pause) If there are no further questions, the report will be filed for the record. VI. UNFINISHED BUSINESS (The Secretary usually answers the question. Proposed motions and tabled motions are classified as Unfinished.) VII. NEW BUSINESS STUDENT F: I would like to make a motion that the Social Committee sponsors a series of noon-time concerts for the student body. The average cost of hiring a local band to play for one hour averages between $100 to $250 depending on the group. I propose that we provide music on the last Friday of each month throughout the academic year. STUDENT E: I second the motion. PRESIDENT: It has been moved and seconded to approve the proposal to provide music on the last Friday of each month. Is there any discussion? Page 27

28 STUDENT F:(The maker of the motion has the first preference to speak on the motion.) Such a program will help to bring students together and develop a good feeling on campus. (STUDENT C raises hand to be recognized.) PRESIDENT: STUDENT C? STUDENT C: Have you worked on a budget for these events, and are you planning to offer refreshments? PRESIDENT: STUDENT F? STUDENT F: This idea was just presented to me by a student. I haven t really had the time to work on all of the details. (STUDENT A raises hand to be recognized.) PRESIDENT: STUDENT A? STUDENT A: There are still many questions to be answered. I move to table the motion until the next board meeting. STUDENT E: I second the motion. PRESIDENT: It has been moved and seconded to table the motion until the next Campus Life Board meeting. Any discussion? (Pause) PRESIDENT: If there is no more discussion, all those in favor of tabling this discussion until the next meeting, please raise your right hand. ALL MEMBERS VOTE: Unanimous. PRESIDENT: Any more new business? (Silence) VIII. ANNOUNCEMENTS: PRESIDENT: Are there any announcements? (Pause) If there are no announcements, may I entertain a motion to adjourn? STUDENT E: I would like to make a motion to adjourn the meeting until next week Friday from 12 pm to 1:15 pm at the KCC Student Life Center. STUDENT B: I second the motion. PRESIDENT: It has been moved and seconded that the meeting be adjourned. All those in favor, please say aye. STUDENT A Aye. STUDENT B Aye. Page 28

29 STUDENT C Aye. STUDENT D Aye. STUDENT E Aye. PRESIDENT: SENATOR F: PRESIDENT: Any opposed, please say nay. Nay. Any abstentions? PRESIDENT: The meeting is adjourned until next week Wednesday from 12 pm to 1:15 pm at the KCC Student Life Center. Cited References Bach, J., Thomas, (1990). Robert s Rules of Order Newly Revised, Ninth Edition. Website. Page 29

30 Channing L. Bete Co., Inc., (1998). Parliamentary Procedure A matter of order Channing L. Bete Co., Inc., (1997). Parliamentary Procedure A matter of order Jones, O., Garfield, (1971). Parliamentary at a Glance. Penguin Books. Slaughter, Jim, (1999). Parliamentarian and Parliamentary Procedure Consultant. Website. Romero, J.J., Sally, (Fall 1998). MCC Officer Training. WSC Multicultural Center. Tacbian, Teofilo Phil, (1999) Parliamentary Procedure Workshop. Page 30