Parliamentary Procedure for Meetings

Transcription

1 Parliamentary Procedure for Meetings Robert's Rules of Order is the standard for facilitating discussions and group decision-making. Copies of the rules are available at most bookstores. Although they may seem long and involved, having an agreedupon set of rules makes meetings run easier. Robert's Rules will help your group have better meetings, not make them more difficult. Your group is free to modify them or find another suitable process that encourages fairness and participation, unless your bylaws state otherwise. Here are the basic elements of Robert's Rules, used by most organizations: 1. Motion: To introduce a new piece of business or propose a decision or action, a motion must be made by a group member ("I move that...") A second motion must then also be made (raise your hand and say, "I second it.") After limited discussion the group then votes on the motion. A majority vote is required for the motion to pass (or quorum as specified in your bylaws.) 2. Postpone Indefinitely: This tactic is used to kill a motion. When passed, the motion cannot be reintroduced at that meeting. It may be brought up again at a later date. This is made as a motion ("I move to postpone indefinitely..."). A second is required. A majority vote is required to postpone the motion under consideration. 3. Amend: This is the process used to change a motion under consideration. Perhaps you like the idea proposed but not exactly as offered. Raise your hand and make the following motion: "I move to amend the motion on the floor." This also requires a second. After the motion to amend is seconded, a majority vote is needed to decide whether the amendment is accepted. Then a vote is taken on the amended motion. In some organizations, a "friendly amendment" is made. If the person who made the original motion agrees with the suggested changes, the amended motion may be voted on without a separate vote to approve the amendment. 4. Commit: This is used to place a motion in committee. It requires a second. A majority vote must rule to carry it. At the next meeting the committee is required to prepare a report on the motion committed. If an appropriate committee exists, the motion goes to that committee. If not, a new committee is established. 5. Question: To end a debate immediately, the question is called (say "I call the question") and needs a second. A vote is held immediately (no further discussion is allowed). A two-thirds vote is required for passage. If it is passed, the motion on the floor is voted on immediately. 6. Table: To table a discussion is to lay aside the business at hand in such a manner that it will be considered later in the meeting or at another time ("I make a motion to table this discussion until the next meeting. In the meantime, we will get more information so we can better discuss the issue.") A second is needed and a majority vote required to table the item being discussed. 7. Adjourn: A motion is made to end the meeting. A second motion is required. A majority vote is then required for the meeting to be adjourned (ended). Note: If more than one motion is proposed, the most recent takes precedence over the ones preceding it. For example if #6, a motion to table the discussion, is proposed, it must be voted on before #3, a motion to amend, can be decided. In a smaller meeting, like a committee or board meeting, often only four motions are used: To introduce (motion.) To change a motion (amend.) To adopt (accept a report without discussion.) To adjourn (end the meeting.)

2 Remember, these processes are designed to ensure that everyone has a chance to participate and to share ideas in an orderly manner. Parliamentary procedure should not be used to prevent discussion of important issues. Board and committee chairpersons and other leaders may want to get some training in meeting facilitation and in using parliamentary procedure. Additional information on meeting processes, dealing with difficult people, and using Robert's Rules is available from district office staff and community resources such as the League of Women Voters, United Way and other technical assistance providers. Parliamentary Procedure at a Glance, by O. Garfield Jones, is an excellent and useful guide for neighborhood association chairs. Tips in Parliamentary Procedure The following summary will help you determine when to use the actions described in Robert's Rules. A main motion must be moved, seconded, and stated by the chair before it can be discussed. If you want to move, second, or speak to a motion, stand and address the chair. If you approve the motion as is, vote for it. If you disapprove the motion, vote against it. If you approve the idea of the motion but want to change it, amend it or submit a substitute for it. If you want advice or information to help you make your decision, move to refer the motion to an appropriate quorum or committee with instructions to report back. If you feel they can handle it better than the assembly, move to refer the motion to a quorum or committee with power to act. If you feel that there the pending question(s) should be delayed so more urgent business can be considered, move to lay the motion on the table. If you want time to think the motion over, move that consideration be deferred to a certain time. If you think that further discussion is unnecessary, move the previous question. If you think that the assembly should give further consideration to a motion referred to a quorum or committee, move the motion be recalled. If you think that the assembly should give further consideration to a matter already voted upon, move that it be reconsidered. If you do not agree with a decision rendered by the chair, appeal the decision to the assembly. If you think that a matter introduced is not germane to the matter at hand, a point of order may be raised. If you think that too much time is being consumed by speakers, you can move a time limit on such speeches. If a motion has several parts, and you wish to vote differently on these parts, move to divide the motion.

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5 IN THE MEETING TO INTRODUCE A MOTION: Stand when no one else has the floor. Address the Chair by the proper title. Wait until the chair recognizes you. Now that you have the floor and can proceed with your motion say "I move that...," state your motion clearly and sit down. Another member may second your motion. A second merely implies that the seconder agrees that the motion should come before the assembly and not that he/she is in favor of the motion. If there is no second, the Chair says, "The motion is not before you at this time." The motion is not lost, as there has been no vote taken. If there is a second, the Chair states the question by saying "It has been moved and seconded that... (state the motion)..., is there any discussion?" DEBATE OR DISCUSSING THE MOTION: The member who made the motion is entitled to speak first. Every member has the right to speak in debate. The Chair should alternate between those "for" the motion and those "against" the motion. The discussion should be related to the pending motion. Avoid using a person's name in debate. All questions should be directed to the Chair. Unless there is a special rule providing otherwise, a member is limited to speak once to a motion. Asking a question or a brief suggestion is not counted in debate. A person may speak a second time in debate with the assembly's permission. VOTING ON A MOTION: Before a vote is taken, the Chair puts the question by saying "Those in favor of the motion that... (repeat the motion)... say "Aye." Those opposed say "No." Wait, then say "The motion is carried," or "The motion is lost." Some motions require a 2/3 vote. A 2/3 vote is obtained by standing If a member is in doubt about the vote, he may call out "division." A division is a demand for a standing vote. A majority vote is more than half of the votes cast by persons legally entitled to vote. A 2/3 vote means at least 2/3 of the votes cast by persons legally entitled to vote. A tie vote is a lost vote, since it is not a majority.

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7 TO: FROM: RE: Internship Participant Amy Harding and Stephanie Gingerich co-chairs of MOLN Nursing Internship Confirmation of Annual MOLN Nursing Public Policy Internship Program Dates: November 5, 8:30 AM - 5 PM Radisson Hotel, Roseville November 6, 9 AM - 2:45 PM MN Senate Building & Capitol, St. Paul Please review final agenda for check-in and shuttle times. Day One: 8:30 AM - 5 PM Radisson Hotel Minneapolis/St. Paul North 2540 North Cleveland Ave., Roseville, MN (651) Directions Day Two: 9 AM - 2:45 PM MN Senate Building 95 University Ave. W., Room 1100 St. Paul MN Capitol Complex Map of Parking Pre-Assignment: See objectives & pre-work p. 2 7 Logistics: If you have special health, mobility, or dietary needs, please contact MOLN at office@moln.org or Onsite requests may not be met. Continental breakfast and lunch are provided on day one. Lunch is provided on day two. Please be prepared to bring a water bottle or coffee with you on day two while at the Capitol. Dress code for the internship is business casual; room temperatures may vary, so layers are suggested. Comfortable walking shoes are encouraged on day two. Shuttle to/from the Capitol on Nov. 6 is provided by the hotel. Advance registration is required as seating is limited. We encourage you to bring your laptop or tablet to the program (but not required), so that you have access to the web for meeting materials and to research topics. Hotel accommodations: a block of rooms has been reserved at the Radisson Hotel Roseville for the nights of Nov. 4 and Nov. 5 at the rate of $119 plus tax. Please make reservations directly with the Radisson at (651) and request the MOLN group block. Reservations must be received before Oct. 19 to guarantee the discounted rate. Final agenda and link to meeting materials will be sent via no more than 5 days prior to the event. If you have any questions or concerns relating to this program, please contact MOLN: (651) or office@moln.org. RESOURCE: Page 1

8 Pre-Work for Public Policy Internship 2018 In Preparation for the MOLN public policy internship please familiarize yourself with the following inquires, websites and policies. Taking time up front will enhance your experience at the MOLN Public Policy Internship. An informative quiz (with answers) will assist you in your learning about the Minnesota state legislature. Objectives: Upon completing this pre-work you should be able to: 1. State the compelling issues from your own professional perspective 2. Describe at least two heath care issues that are important nationally and/or locally 3. Understand the Minnesota state legislature websites and the resources that are available to you 4. Describe how a bill becomes a law, the format of legislative committees and public testimony Prior to the internship please meet with your local professional leaders, managers, or supervisors to understand the following: o What are the political policy agenda for your organization, national or state professional association? o What other health care professionals or organizations have the same interests? o Are there possible collaborative areas between your organization, a national or state professional association or another organization? o What are the some of the hot button issues for your clinical area or association? Know you representatives background, profession, committees, how to contact Explore the Minnesota House and Senate web sites Subscribe to daily information related to the House of Representatives Understand how a bill becomes a Law: Watch testimony at hearings: The following link provide good example of testimony at hearings. SF 511, Health care delivered by advance practice nurses access improved, and penalties provided. Start watching at 1:37:00 RESOURCE: Page 2

9 Readings: 2010 Institute of Medicine: The Future of Nursing: Leading change Executive summary and access other articles along with other IOM reports of interest. Institute of Medicine (IOM) (2010). The future of Nursing: Leading Change, Advancing Health Nursing Code of Ethics Provisions 7, 8, 9 Affordable Care Act in 2018: Managed Healthcare: Breaking Down the Current State of the ACA Addiction in healthcare workers: ANA Substance Use Among Nurses and Nursing Students Nurse Staffing Ratios: ANA: Complexity of Nurse Staffing Nurse Licensure Compact: NLC Model Legislation and Rules Opioid Prescriptions: Minnesota s Opioid Prescribing Guidelines At the completion of your preparation for the internship you should be able to answer the following questions: 1. How do I contact my legislator? How do I let a Representative or Senator know how I feel about an issue? You can call, , or write a letter to your legislator's office. is most effective if it is not a blanket mailing to all members, but a specific mail message to your representative or senator. When sending an , remember to include your name, postal address and phone number. 2. Are there legislator contact lists? The House of Representatives member information page includes Representatives' contact information as well as an excel spreadsheet, address labels, leadership information and more. Senate member information includes senator contact information, district order and leadership lists, mailing labels and more. Contact information: Representatives Senators Find out who represents you. 3. May I testify at a committee hearing? Yes. Members of the general public are encouraged to testify before committees, though testimony must be arranged with committee staff prior to a scheduled hearing. Committees primarily focus hearings on particular bills, though occasionally they discuss issues of broad interest within the committee's RESOURCE: Page 3

10 jurisdiction. It is best not to appear to testify at a committee on the day it is scheduled to hear a particular bill or discuss a particular topic without previously contacting the committee staff or your representative. Call House Public Information Services at (651) or Senate Information (651) to find the phone numbers for committee staff or to receive a standing committee schedule. 4. What publications are available from the Legislature? The Legislative Publications Web page links to free print and/or online publications providing session information, mailing lists, fiscal information, reports, and revisor's manuals. 5. How can I watch the Legislature on television? House Public Information Services and Senate Media Services provide unedited broadcasts of legislative committee and floor proceedings on the digital Minnesota Channel, which is carried by the six public television stations around the state. Daily television coverage schedules are available online for the House and Senate. Unedited live coverage of floor sessions and selected committee hearings is available over the Internet. Archives of this coverage are also available using Windows Media Player and RealPlayer streaming technology. For more information on Internet streaming see the House television web schedule and Senate media coverage page. 6. How do I find information about a bill if I don't know the bill number, bill author or anything else other than a general topic? You can search for House bills or Senate bills by topic from 1995 to the present from the Legislation and Bill Status page. Click on the link for the House or for the Senate for a search form. The keyword option allows you to search with keywords or phrases. You can also search by topics assigned to each bill from the House Bill Information--Topic Search page or from the Senate Bill Information--Topic Search page. How to Follow a Bill is a helpful online guide to the process. For further information on this topic, see the Bills section of this FAQ. If you do not have Internet access, there are public terminals in the Legislative Reference Library on the sixth floor of the State Office Building. The House and Senate Index Offices also track the status of current bills. They can help you find a particular piece of legislation. Call House Index at (651) or Senate Index at (651) To receive a copy of the bill once you locate it, call the Chief Clerk's Office in the House at (651) or Senate Information at (651) How do I find out who my Senator and Representative are? Both House Public Information Services in Room 175 State Office Building and the Senate Information Office, Room 231 State Capitol, can tell you who represents you in both the House and the Senate. They RESOURCE: Page 4

11 have district finders that are compiled after each census when the redistricting process is completed. Simply call House Information at (651) or Senate Information at (651) to find out that information or stop into either office. For additional resources, including searchable databases, see Who Represents Me? and Legislative Districts. 8. How long are terms for Minnesota Representatives and Senators? Senators are elected for a four-year term and representatives are elected for a two-year term. However, in election years ending in 0, such as 2000 or 1990, Senators serve for a two-year term in order to provide for the redistricting process done in conjunction with the United States census. For more information on the members of the House and the Senate, see State Lawmakers: Minnesota State Government Series. This publication goes into more detail on why someone might run for office, what a legislative district is, and what the job of a legislator involves. 9. What is a conference committee? It is a committee made up of members from each house appointed to reconcile the differences between two versions of a bill that has been passed by both bodies. Each conference committee has either three or five members from both the House and the Senate. 10. How can I find the laws governing the Legislature? The Minnesota Statutes, including Chapter 3 and Chapter 3A, and the Minnesota Constitution, including Article IV, are available online through the Legislature's Web site. The print volumes of the Laws of Minnesota and Minnesota Statutes are available at many public libraries, as well as the Minnesota Law Library and the Legislative Reference Library. 11. Are there any legislative calendar deadlines? There is no yearly deadline for the introduction of bills. However, each year the Legislature establishes deadlines for committee action on bills. The Legislature shall establish by concurrent resolution deadlines for each regular session. The deadlines do not apply to the House committees on Capital Investment, Ways and Means, Taxes, or Rules and Legislative Administration, nor to the Senate committees on Capital Investment, Finance, Taxes, or Rules and Administration. Committee deadlines are announced during the first half of a session in order to winnow the list of topics to be dealt with that year. 12. When does the Minnesota Legislature meet? According to Minnesota Statute 3.011, the legislature shall meet at the seat of government on the first Tuesday after the first Monday in January of each odd-numbered year. When the first Monday in January RESOURCE: Page 5

12 falls on January 1, it shall meet on the first Wednesday after the first Monday. It shall also meet when called by the governor to meet in special session. In the even numbered years, it convenes on a date set by joint agreement of both bodies. The state constitution limits the Legislature to meeting 120 legislative days during each biennium. In addition, the Legislature may not meet in regular session after the first Monday following the third Saturday in May of any year (for constitutional provisions concerning the length of session and special sessions, see Minnesota Constitution, Article IV - Legislative Department). During this time, the House or the Senate may not adjourn for more than three days without the consent of the other body. Research How do I use the legislative Web site to research legislative issues? Here are some ideas for searching portions of the Minnesota Legislative Web site and other sites to find information on important issues facing the Minnesota Legislature. NOTE: For detailed instructions on following a specific bill through the legislative process, see Minnesota Legislative History Guide. Bills. Status information and the full text of bills introduced in the Minnesota Legislature are available within hours of introduction. You can search for bills by bill number, author, chief author, statutory citation, topic, committee, bill action, and by keyword in the bill's description. Legislation and Bill Status Note: The searching feature does not search the full text of individual bills, just the short descriptions. To search within the text of a bill, display the bill text and use the 'find' feature of your browser. Bill Summaries Staff from the House Research Department, the nonpartisan research and legal services office for the House of Representatives, summarize significant and/or lengthy bills. They also provide summaries of bills that are enacted. Act Summaries Staff from Senate Counsel and Research, the nonpartisan research and legal services office for the Minnesota Senate, summarize selected bills. Committee Information. Several committees have Web pages which give updates on issues. House Committees Senate Committees Journals. Search the House and Senate Journals, the daily record of the legislative session. Statutes and Session Laws. Current Statutes and Session Laws passed in a given year can be searched in Statutes, Laws, and Rules. Frequently Asked Questions about Laws, Statutes, and Rules RESOURCE: Page 6

13 Research Reports. House of Representatives Research Publications Senate Counsel and Research Reports and Treatises. House Fiscal Analysis Department -- Reports on fiscal issues and state finance spreadsheets. Legislative Auditor Reports -- The Office of the Legislative Auditor Program Evaluation Division evaluates state government programs and agencies and helps to ensure accountability for the expenditure of public funds. Studies are conducted at the request of the Legislature, but all reports are available to the public. Newsletters. Both the House and the Senate produce weekly newsletters during session with feature articles on members and issues, new bills introduced and the actions of the committees debating them. Session Weekly -- the House of Representatives newsletter. Senate Briefly (Archive) -- the Senate newsletter. Note: The text of Session Weekly and Senate Briefly issues is included in a search of the Legislature's Web site. The House Fiscal Analysis Department publishes Money Matters, a newsletter with features on various aspects of state finance. Legislative Reference Library Resources. The library collection includes public policy reports and a comprehensive collection of state documents. Search it via the LRL catalog. The full text of many reports is available via the Internet. Resources on Minnesota Issues -- Library staff prepare guides to information on selected legislative issues. The guides list important reports and articles, sometimes give timelines, and give contacts for further information. Links to the World -- Library staff compile lists of Internet sites by public policy topic, highlighting Minnesota resources. Executive Branch information. Minnesota.gov links to state agency Websites, which may include statistics and reports on major issues, including education, crime, and the environment. It also links to the Governor's website. Media coverage. A growing number of Minnesota newspapers and broadcast media have extensive legislative coverage. RESOURCE: Page 7