Parliamentary Procedure. for D76 New Officers Training

Parliamentary Procedure for D76 New Officers Training June 20, 2010 By Akira Saito, DTM, Den-en Toshi Toastmasters Club 76-8125 This handout contains the following PAGES 1/16 3/16 PP slide images on Overview of Parliamentary Procedure 4/16 Parliamentary Procedure Chart of Motions 5/16 6/16 Parliamentary Procedure Phraseology 7/16 10/16 PP slide images on Drills Roll Play Making main motion Amending main motion Division of question etc. 11/16 16/16 Sequenced script for Roll Play Main motion Amendment Division of question

1 / 16 ページ An Overview and Drills on Parliamentary Procedure Robert s Rule of Order Akira Saito, ATM-G/CL Den-en Toshi Toastmasters Club D76-8125 District 76 Division C Governor 2007-2008 The Purpose of Parliamentary Procedure To facilitate the transaction of business based on decisions made fairly while preserving the spirit of harmony within the chamber by adjusting often conflicting interests that develop during meetings Principles Free and fair debate for all The majority rules The minority has the right to be heard Courtesy and justice for all Consideration of one subject at a time 1

2 / 16 ページ Six Steps in Handling a Main Motion 1. Member makes a motion after obtaining the floor 2. Another member seconds the motion 3. The Chair places motion before the group Motion becomes Question (= pending motion) 4. Question is open for debate 5. Question is put to a vote 6. The Chair announces result Motion making State in the positive as to what should be done Not think / believe / propose, but move Do not include an explanation about the motion in the statement. You are expected to give it in a separate speaking chance afterward. Debate (Discussion) The person who makes a motion may speak on it first (for explanation of the motion), if he expresses the desire to do so. All remarks are addressed to the chair, not to other members. Debate is confined to the merits of the motion currently under consideration. Debate can only be closed by order of the assembly ( Previous Question motion with 2/3 vote), or by the chair if no one seeks the floor for further debate. 2

3 / 16 ページ Reminder for Chairman In dealing with motions, always state the exact wording. Ask the secretary if you forget it Discussion is not in order until you have stated the motion You are not allowed to enter discussion, but entitled to vote if your vote affects the result Always indicate clearly how a vote is taken Always call for the negative vote YES 1/2 (or 2/3) by Chair NO 1/2 (or 1/3) Chair s vote No vote Yes Results Fail Pass 1/2 (or 2/3) 1/2-1 (or 1/3-1) No vote No Pass Fail Drills on Parliamentary Procedure 3

Parliamentary Procedure - Chart of Motions Akira Saito 2008 NEED CHAIR'S RECOGNITION TO SPEAK NEED SECOND AMENDABLE 4 / 16 ページ ORDER OF PRECEDENCE DEBATABLE REQUIRED VOTE TYPES OF MOTION PURPOSE No. MOTIONS Highest 1 Fix the Time to Which to Adjourn Yes Yes Yes Yes Majority set time for another meeting to get through agenda items 2 Adjourn Yes Yes No No Majority close the meeting 3 Take a Recess Privileged Yes Yes Yes No Majority take a recess 4 Raise a Question of Privilege No No No No - claim a personal right in the assembly 5 Call for the Orders of the Day No No No No - remind adherence to agenda 6 Lay on the Table Yes Yes No No Majority interrupt business for some urgent reason 7 Previous Question (Close Debate) Yes Yes No No 2/3 bring pending motions to an immediate vote 8 Limit or Extend Limits of Debate Yes Yes Yes No 2/3 limit (or extend) number or length of speech, etc. 9 Postpone to a Certain Time Subsidiary Yes Yes Yes Yes Majority postpone to another, specified time 10 Refer to Committee Yes Yes Yes Yes Majority send to a committee for further study 11 Amend Yes Yes Yes Yes Majority modify the wording of a motion 12 Postpone Indefinitely Yes Yes No Yes Majority virtually kill a motion Lowest 13 Main Motion Main Yes Yes Yes Yes Majority introduce new business 14 Point of Order No No No No - enforce rules and orders 15 Appeal No Yes No Yes Majority suspend chair's ruling 16 Points of Information (Questions) No No No No - seek information relevant to the business at hand 17 Suspend the Rules Yes Yes No No 2/3 set aside rules that interfere with action desired 18 Object to Consideration Incidental No No No No 2/3 avoid consideration of inappropriate motion 19 Division of a Question Yes Yes Yes No Majority divide a question for separate voting 20 Consideration by Paragraph Seriatim Yes Yes Yes No Majority consider a lengthy motion section by section 21 Division of the Assembly No No No No - call for rising vote for accurate counting No precedence in order 22 Rescind Yes Yes Yes Yes 2/3 nullify a motion previously adopted Bring-back 23 Reconsider No Yes No Yes Majority revist a question already voted on for reconsider Main Motion: brings questions before the assembly for consideration. Subsidiary Motions: modify or dispense of the Main Motion under consideration Privileged Motions: have no connection with the Main Motion but demand immediate consideration Incidental Motions: are those miscellaneous motions which cannot be placed in any of the three groups listed above Bring-back Motions: bring done deal questions before the assembly for consideration again

5 / 16 ページ Parliamentary Procedure - Phraseology Examples of actual wording No. Motion A mamber says - Mr. (or Madam) Chairman, + Chair responds - (other than "It was moved and seconded that ") Fix the Time to Which to I move that when we adjourns, we adjourn to 2 p.m, April 7, 1 Adjourn 2008 at Aoba town hall. 2 Adjourn I move to adjourn 3 Take a Recess I move that we take a recess until 3:30 p.m. 4 Raise a Question of I rise to a question of privilege. Privilege Please state your question of privilege I can't hear you well. Can you please speak louder or use a microphone? Call for the Orders of the 5 I call for the order of the day. Sorry for overlooking item 3. I will be back on track. Day 6 Lay on the Table I move that we table the motion Previous Question 7 I move to close debate on all pending motions." (Close Debate) It was moved and seconded that we close debate on all pending motions. This motion is not debatable. I will put them to immedicate vote if 2/3 of you agrees. Those who is in favor of immediate voting, please raise your hand. Those who insist we continue the debate, please raise your hand. Limit or Extend Limits of 8 Debate 9 Postpone to a Certain Time I move that debate be limited to 1 speech of no longer than 5 minutes per member. I move that further debate on this question be postponed until April 7. 10 Refer to Committee I move that we refer the matter to PR committee. 11 Amend I move to amend the motion by striking out the words "." 12 Postpone Indefinitely I move that we postpone consideration of the question indefinitely. 13 Main Motion I move that...

6 / 16 ページ 14 Point of Order Point of order State your point of order. (State what you think is out of order or procedural error) "Your point was well taken" (if you admit the error), or "Your point was not well taken" (if you do not believe it was error). 15 Appeal I appeal from the decision of Chair. Please advise what is wrong with my decision. (Explain what you think is wrong with Chair's decision which has just been made.) (Explain justification as to why you made the decision) and say. "Those who demand Chair's decision be suspended please raise your hand. Those who support Chiar's decision please raise your hand. 16 Questions or I rise to a point of information State your question Points of Information What is estimated number of participants in the planned anniversary party? 17 Suspend the Rules I move that we suspend the rules governing. 18 Object to Consideration I move that we avoid consideration of the motion There is an objection to consideration of the motion. Those in favor of refusing onsideration of the motion please raise... I move to divide the question as to consider the location and 19 Division of a Question time of convention separately. Consideration by Paragraph 20 Seriatim The question is too long to consider all at once, so I move to discuss it paragraph by paragraph. It is moved and seconded that we consider the question paragraph by paragraph. 21 Division of the Assembly Division (of the assembly) Alright. Those in favor of...please rise... 22 Rescind I move that we rescind our decision on... 23 Reconsider I (not a person on the original opposition side) move that we reconsider our decision on... Akira Saito 2008

7 / 16 ページ Chart -1 Making main motion Our club buy a video camera by the 10th anniversary of the club Drills Role Play Our club buy a video camera by the 10 th anniversary of the club Chart-1 Main Motion Mr. D Mr. C 3 second 1 Mr. B 7 point of info. 9 13 15 Mr. A 2 2 6 Motion Chair 1 4 5 8 10 12 14 16 18 Secretary 11Treasurer 17 Amendment Must be germane to the main motion Insert words or add words Strike out words Strike out words and insert words Main motion AMD-1 AMD-2 YES NO YES NO YES NO 4

8 / 16 ページ Chart -2 Amending main motion Drills Role Play Our club buy a Sony video camera costing no more than 100,000yen by the 10th anniversary of the club 2 nd degree Our club buy a video camera costing no more than 100,000yen by the 10th anniversary of the club 1st degree Our club buy a video camera by the 10th anniversary of the club Main motion Mr. D Mr. C Mr. B Mr. A Main motion before the assembly Our club buy a video camera by the 10 th anniversary of the club Chart-2 Amendment 2 3 second AMD-1 8 AMD-2 9 second Chair 1 4 6 7 10 11 13 15 Secretary 5 12 14 Chart -3 Dividing main motion amend Drills Role Play The purshase of a video camera be done as soon as possible but not later than the 10th anniversary of the club Our club buy a video camera 1 The purshase of a video camera be done by the 10th anniversary of the club 2 Our club buy a video camera by the 10th anniversary of the club 5

9 / 16 ページ Mr. D Mr. C Mr. B Mr. A Chair Secretary Main motion before the assembly Our club buy a video camera by the 10 th anniversary of the club Chart-3 Division of Question 2 second 3 7 9 Point of order 1 4 6 8 10 12 5 11 continues Discuss and vote on the 1 st half of the divided motion Chart-3 Division of Question continued Mr. D Mr. C Mr. B Mr. A Chair 1 st half of the divided motion was approved 13 14 15 AMD 16 second 17 20 19 21 23 Secretary 18 22 Two resembling motions to kill a motion Postpone indefinitely (No.12) Motion Debate Object to consideration (No. 18) In either case, the killed motion can be brought up in the next meeting 6

10 / 16 ページ Two resembling motions to efficiently discuss a motion Division of a Question (No. 19) Motion AB Motion A Motion B Consideration by paragraph seriatim (No. 20) Motion Para 1 Para 2 Para 3 Practice makes perfect! Thank you for your attention 7

11 / 16 ページ Chart-1: Main Motion Sequence Stated by Phrase 1 Chair Mr. A 2 Mr. A Thank you, Mr. Chairman. I move that our club buy a video camera by the 10 th anniversary of the club. 3 Mr. C ( I) second (the motion) 4 Chair It was moved and seconded that our club buy a video camera by the 10 th anniversary of the club. Is there any discussion? (pause) 5 Chair Mr. C, you are in the queue after Mr. A. Mr. A, do you want to explain your motion? 6 Mr. A Thank you Mr. Chairman, Yes, I would like to explain why I made this motion. 10 th anniversary is an important event for our club. We should be able to keep a video record on the ceremony and party to commemorate the anniversary in the future. Also we can shoot the video on prepared speakers in our regular meetings so we all can see our performance in DVD afterwards. Video is a good tool for improving our speech performance. 7 Mr. B Mr. Chairman, I rise to a point of information 8 Chair Please state your question. 9 Mr. B Mr. Chairman, we cannot make a sensible decision on the purchase without knowing club s financial position. Will you please ask our treasurer to tell us about club s financial position? 10 Chair Thank you, Mr. B, your point was well taken. Will Madam Treasurer please tell us about club s financial position? 11 Treasurer Mr. Chairman, the current balance is 250,000 yen in our bank account. However, according to our current budgetary plan this surplus fund is to be reserved for future contingency such as increased charge for meeting room which is expected from the next term. 12 Chair Thank you, Madam Treasurer. Does that answer your question, Mr. B? 13 Mr. B Thank you, Mr. Chairman, yes it does. 1

12 / 16 ページ 14 Chair Mr. B 15 Mr. B Thank you, Mr. Chairman. Now I remember we approved the budgetary plan as explained by Madam Treasure in the beginning of this term. Therefore, I am opposed to the motion made by Mr. A 16 Chair Is there any further discussion? (pause) If none, we will put the motion to a vote. Are you ready to vote? We will take a vote by show of hands. Those in favor of the motion, please raise your hand. Mr. Secretary please count the votes Those who are opposed to the motion please raise your hand. Mr. Secretary will please report your tally of votes? 17 Secretary There are 9 in favor and 5 opposed. (or There are 5 in favor and 9 opposed.) 18 Chair The motion was carried. (or The motion was defeated) 2

13 / 16 ページ Chart-2 Amendment Sequence Stated by Phrase 1 Chair Mr. C 2 Mr.C Thank you, Mr. Chairman. I move to amend the motion by inserting words costing no more than 100,000 yen after a video camera so that the amended motion now reads our club buy a video camera costing no more than 100,000 yen by the 10th anniversary of the club. 3 Mr. D Second 4 Chair It was moved and seconded that the maim motion is now amended to read..ah.mr. Secretary, please read your note. 5 Secretary Yes, Mr. Chairman, it reads Our club buy a video camera costing no more than 100,000 yen by the 10 th anniversary of the club. 6 Chair Thank you, Mr. Secretary. Since an amendment to the main motion has a higher order of precedence we will discuss the amendment first. Any discussion? (pause) 7 Chair Mr. B. 8 Mr. B Thank you, Mr. Chairman. I move to insert word Sony so the text to consider reads, Our club buy a Sony video camera costing no more than 100,000 yen by the 10 th anniversary of the club. 9 Mr. A Second 10 Chair It was moved and seconded that the proposed amendment under discussion is further amended to read Our club buy a Sony video camera costing no more than 100,000 yen by the 10 th anniversary of the club. Since the second amendment to the first amendment has a higher order of precedence we will discuss the second amendment first. Any discussion? (pause) 3

14 / 16 ページ 11 Chair Since it seems discussion has been exhausted, we will put the motion to a vote. Are you ready to vote? We will take a vote by show of hands. Those in favor of the motion on the second amendment, please raise your hand. Mr. Secretary please count the votes Those who are opposed to the motion please raise your hand. Mr. Secretary will please report your tally of votes? 12 Secretary There are 3 in favor and 11 opposed 13 Chair The motion on the second amendment was defeated. So there will be no Sony in the text. Now we still have the first amendment on the table for discussion which reads our club buy a video camera costing no more than 100,000 yen by the 10 th anniversary of the club. Is there any further discussion? (pause) If none, we will put the motion to a vote. Are you ready to vote? We will take a vote by show of hands. Those in favor of the motion on the first amendment, please raise your hand. Mr. Secretary please count the votes Those who are opposed to the motion please raise your hand. Mr. Secretary will please report your tally of votes? 14 Secretary There are 8 in favor and 6 opposed 15 Chair The original motion was approved as amended. It now reads, Our club buy a video camera costing no more than 100,000 yen by the 10 th anniversary of the club. 4

15 / 16 ページ Chart-3 Division of Question Sequence Stated by Phrase 1 Chair Mr. D 2 Mr. D Thank you, Mr. Chairman. I move to divide the question into two motions, the first one being our club buy a video camera and the second one being the purchase of a video camera be done by the 10 th anniversary of the club. 3 Mr. C Second 4 Chair It was moved and seconded that the maim motion is now divided into two motions. Mr. Secretary, will you please read your note on the two motions in exact wording? 5 Secretary Mr. Chairman, motion 1 reads our club buy a video camera and motion 2 reads the purchase of a video camera be done by the 10 th anniversary of the club. 6 Chair Thank you Mr. Secretary. Any discussion? (pause) 7 Mr. B Point of order 8 Chair State your point order, please Mr. B. 9 Mr. B Motion to divide a question is not debatable. 10 Chair Thank you, Mr. B, you point is well taken. OK, then we will put the motion to a vote. Are you ready to vote? We will take a vote by show of hands. Those in favor of the motion to divide the question, please raise your hand. Mr. Secretary please count the votes Those who are opposed to the motion please raise your hand. Mr. Secretary will please report your tally of votes? 11 Secretary Ten in favor and four opposed. 12 Chair The motion on the division of question was carried. Now first motion on the table reads, Our club buy a video camera. Any discussion? (pause) 5

16 / 16 ページ 13 Chair Now that we have decided to buy a new video camera, next business in our hand is to decide when we buy it. More precisely the question on the table is the purchase of a video camera be done by the 10 th anniversary of the club. Is there any discussion? (pause) 14 Chair Mr. D. Do you want say something? 15 Mr. D Thank you, Mr. Chairman. I move to amend the motion to read the purchase of a video camera be done as soon as possible but not later than the 10 th anniversary of the club. 16 Mr. A I second the motion. 17 Chair It was moved and seconded that the motion be amended to read Mr. Secretary, please read your note. 18 Secretary The amended motion reads the purchase of a video camera be done as soon as possible but not later than the 10 th anniversary of the club. 19 Chair Thank you, Mr. Secretary. Is there any discussion? (pause) Mr. D, do you want to explain your motion? 20 Mr. D Thank you, Mr. Chairman. The reason why I think we ought to amend the motion is because I do not see any reason why we will have to wait for the purchase until our 10 th anniversary, 6 months away in the latest case. We should be able to use a video camera in our regular meeting as soon as possible since we have decided to buy one any way. 21 Chair Thank you, Mr. D. Is there any further discussion? (pause) If none, we will put the motion to a vote. Are you ready to vote? We will take a vote by show of hands. Those in favor of the amendment, please raise your hand. Mr. Secretary please count the votes Those who are opposed to the amendment please raise your hand. Mr. Secretary will please report your tally of votes? 22 Secretary There are 12 in favor and 2 opposed. 23 Chair Amended motion is approved. Based on these two decisions on video camera we have just made, we will buy a video camera as soon as possible but not later than our 10 th anniversary. 6