Principles of Parliamentary Procedure JO MARK M. LIBRE, MAPOS Head, SAWO/Student Activities Mindanao University of Science and Technology
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Parliamentary Procedure Definition Correct rules for conducting a successful meeting. Four goals of Parliamentary Procedure Extend courtesy to everyone. Focus on one thing at a time. Observes the rule of the majority. Ensures the rights of the minority.
Parliamentary Procedure Official Rule Book is Robert s Rules of Order. Written by U.S. Army general Henry Martyn Robert.
Parliamentary Procedure Terms What is a quorum? ½ of the members in a club plus 1. Minimum number of members that must be present at a meeting for legal business to be transacted. What is a majority? ½ of members present at any meeting plus 1. Minimum number of members that must vote for a motion for it to pass.
Parliamentary Procedure Basics Presiding Officer referred to as: Mr./Madam President Mr./Madam Chairperson Everyone gets a chance to voice their opinion or debate. Everyone gets the chance to vote Must be a yes or no vote.
Parliamentary Procedure Basics There are four methods of voting. Voice Standing Roll Call Secret Ballot Can the chairman vote? YES, in order to force a tie or to break one if they are a member of the group.
Parliamentary Procedure Basics Only one topic at a time can be discussed. The person who makes a motion has the right to discuss it first.
Parliamentary Procedure Basics The Gavel A symbol of power and authority. Used by the presiding officer to give instructions to the members. The number of taps have a specific meaning.
Taps of the Gavel One Tap Follows the announcement of adjournment. Completion of a business item. Members to be seated. Two Taps Call the meeting to order. Three Taps All members to stand. Series of Taps Restores order to a meeting.
Order the Business A meeting should have a set agenda. Purpose is of the Order of Business (Agenda) is to keep the meeting moving forward. The agenda forms the framework for the development of a good business meeting
Steps to the Order the Business Call to Order by the President & the opening ceremony. Minutes of previous meeting read by the Secretary and approved by the body in accordance to organizational by-laws and parliamentary procedure. Treasurer reports on the financial standing of the club.
Steps to the Order the Business Report on Chapter program of Activities (by officers and committee chairmen). Old Business (Business leftover from the previous meeting) New Business (Presented by members in the form of motions) Adjournment & Closing Ceremony
Order of Business How does one conduct the meeting as it is laid out in the order of business (Agenda)? Order of Business (Agenda) handled by using various motions and rules governing them which are part of parliamentary law.
Types of Motions Main Motions Subsidiary Motions Privileged Motions Incidental Motions Motions That Bring a Question Again Before the Assembly
Main Motions
Main Motions Purpose: Used to introduce new ideas to the meeting. Must be stated in the form: I move that. I move to. Cannot be in a negative form. Requires a second. Amendable Debatable Majority Vote
Main Motions Main Motions that are not legal: Break any local, state, or national law. One that brings up a previously failed motion. Items that are out of the power of the group. Negative motions. Political & religious support.
Main Motions The person who makes a motion cannot speak against it. Main motions can be reconsidered. Cannot interrupt another speaker. Proper Example: Mr. President, I move that the..
Steps to Handling a Main Motion Stand Ask to be recognized by the President. President recognizes you by name. Motion is correctly stated. Motion is seconded. Motion is repeated by President. Motion is discussed. President restates motion. Motion is voted upon. Results of vote announced by President.
Subsidiary Motions
Lay on the Table Purpose: To defer action on the motion until later in the meeting or until the next meeting. Requires a second Not amendable Not debatable Majority Vote Cannot interrupt another speaker Proper Example: Mr. President, I move to lay this motion on the table.
Previous Question Purpose: To force an immediate vote on the motion. Requires a second Not amendable Not debatable 2/3 Majority Vote Cannot interrupt another speaker Proper Example: Mr. President, I move the previous question. Mr. President, I call for the previous question.
Limit or Extend Debate Purpose: To limit or lengthen the time allowed for discussion on a motion when it is clear that there will be an excessive amount of discussion or when the amount of time for the meeting is limited. Requires a second Amendable Amount of time or number of speakers only 2/3 Majority Vote Cannot interrupt another speaker
Limit or Extend Debate Maker of the motion must specify: The amount of time The number of speakers that can debate the motion. Proper Examples: Mr. President, I move that we limit debate on this motion to 3 discussions for the motion and 3 discussions against the motion. Mr. President, I move to limit debate to a minimum of 5 minutes.
Postpone Definitely Purpose: Allow for the motion on the floor to be deferred to a different day, meeting, or until after a certain event. Requires a second Amendable Debatable Majority Vote Cannot interrupt another speaker Proper Example: Mr. President, I move to postpone this motion until the December Regular Meeting.
Refer to Committee Purpose: Used to send a pending question to a small group so that the question may be carefully investigated. Requires a second Amendable Debatable Majority Vote Cannot interrupt another speaker
Refer to Committee Two ways to appoint a committee: Standing committee One of the 15 listed in the Program of Activities Special committee Appointed by the president Number of members can be 3 or more President must specify when the committee should report back to the chapter. Usually the next chapter meeting. Committee can be given full power to act.
Refer to Committee Proper Examples: Mr. President, I move that we refer this motion to the Leadership Committee. Mr. President, I move we refer this motion to a committee of three appointed by the chair.
Amend Purpose: Use to modify or change a main motion. Must be closely related to the original topic. Can be amended in 4 ways: Inserting in the middle Adding to the end Striking out Striking out and inserting
Amend Requires a second Amendable Debatable Majority Vote Cannot interrupt another speaker Can be reconsidered Improper amendments: Anything not germane or related Frivolous or absurd Leaves an incoherent wording
Amend Proper Example: Motion on the floor: The chapter hold a cookout for all FFA members. Amendment: Mr. President, I move to amend the motion by inserting on March 1 st in front of cookout. So the motion would read, I move that the chapter hold a cookout on March 1 st for all FFA members.
Postpone Indefinitely Purpose: To kill a main motion. Requires a second Not amendable Debatable Majority Vote Cannot interrupt another speaker Can be reconsidered only if passed Proper Example: Mr. President, I move to postpone this motion indefinitely.
Privileged Motions
Fix Time to Which to Adjourn Purpose: To set the time, and sometimes the place for another meeting to continue business of the session. Requires a second Amendable Not debatable Majority Vote Cannot interrupt another speaker Proper Example: Mr. President, I move to postpone the pending resolution to the adjourned meeting set for next month
Adjourn Purpose: To end the meeting. Needs a second Not amendable Not debatable Majority Vote Cannot interrupt another speaker Proper Example: Mr. President, I move to adjourn.
Recess Purpose: This allows for a short break in the meeting. Needs a second Amendable Debatable Majority Vote Cannot interrupt another speaker Must specify the length of time in the motion Proper Example: Mr. President, I move to take a 5 minute recess.
Raise a Question of Privilege Purpose: Allows for people in the group to ask for changes in the temperature, for ideas to be clarified, for motions to be explained, for others to repeat their discussion or motions, and anything that may help the meeting run smoothly. Does not need a second Not amendable Not debatable No vote, President s decision Can interrupt another speaker
Raise a Question of Privilege Proper Example: Mr. President, I rise to a question of privilege. President says, State your question Then the member says whatever they have to and the president decides on whether it will be allowed or not.
Call for the Orders of the Day Purpose: Forces the group to return to the set agenda, without finishing the current business. Does not require a second Not amendable Not debatable 2/3 Majority Vote Against to Fail Can interrupt another speaker
Call for the Orders of the Day Can only be made on motions that are not on the set agenda for that meeting. Proper Example: Mr. President, I call for the orders of the day. The president should say, orders of the day has been called. All those who wish to return to the orders of the day, raise your hand. All those opposed to returning to the orders of the day, same sign.
Incidental Motions
Appeal Purpose: To reverse the decision of the chair, after they have made an error. Requires a second Not amendable Debatable Only motion where the President can discuss Majority Vote Can interrupt another speaker
Appeal Most of the time you should support the decision of your president. Proper Example: Mr. President, I appeal the decision of the chair. President should say, Appeal the decision of the chair has been called, all those who wish to uphold the decision of the chair say yea, all opposed nay.
Division of the Assembly Purpose: Forces an immediate revote by hand. Does not require a second Not amendable Not debatable No vote needed Can interrupt a speaker Proper Example: Can be made by saying division loud enough for the entire group to hear. Or by standing and saying I call for a division of the assembly
Division of a Question Purpose: Allows a motion that has been made to be spilt into two different motions. Can only be made on motions that have two main ideas that are not dependent on each other. Does not require a second Not debatable Not amendable No vote required Cannot interrupt another speaker
Division of a Question Proper Example: Motion on the floor: I move that the chapter have a cookout on March 1 st for all FFA members and to have a basketball tournament. Mr. President, I move that we divide this question into two motions. The first stating we have a cookout on March 1 st and the second that we have a basketball tournament.
Objection to the Consideration of a Question Purpose: Used when a member thinks that the activity or action of the group is not appropriate. Does not require a second Not amendable Not debatable 2/3 Majority Vote Can interrupt another speaker
Objection to the Consideration of a Question Proper Example: Mr. President, I object to the consideration of the question. President should say, Objection to the consideration has been called. All those who wish to consider the motion raise your hand. All those who object to the consideration raise your hand.
Parliamentary Inquiry Purpose: To obtain information on a matter of parliamentary law. Does not require a second Not amendable Not debatable No vote required Can interrupt another speaker Proper Example: Mr. President, I rise to a parliamentary inquiry. President says, The member will state the inquiry Then the member state the question.
Point of Order Purpose: Used when a member thinks that the rules of the group or the rules of parliamentary procedure are being violated. Does not require a second. Not amendable Not debatable President decides on verdict Can interrupt another speaker Proper Example: Mr. President, I rise to a point of order President says, State your point After member state point, president says your point is well taken or Your point is not well taken.
Suspend the Rules Purpose: Allows the chapter to break the rules of parliamentary procedure, or the current constitution for a short period of time. Requires a second Not amendable Not debatable 2/3 Majority Vote Cannot interrupt another speaker Proper Example: Mr. President, because of the lack of time tonight, I move to suspend the rules and move directly to new business.
Withdraw a Motion Purpose: Allows for the maker of a motion to completely take it off the floor for discussion. No second required Not amendable Not debatable If made before the president first states the motion, it is automatically withdrawn with no second or vote.
Withdraw a Motion If made after the president first states the motion, the following steps must be taken: President must ask if anyone objects to the maker withdrawing the motion If someone objects. Must be seconded and passes with majority vote. If no one objects. The motion is automatically withdrawn. Cannot be made after discussion had begun. Proper Example: Mr. President, I would like to withdraw my motion.
Motions That Bring a Question Again Before the Assembly
Reconsider Purpose: To reevaluate a decision made earlier. Requires a second Not amendable Debatable Majority Vote Cannot interrupt another speaker If passed, the motion to be reconsidered is handled as if it were never voted on. Can only be made by a person who voted on the winning side.
Reconsider If passed, the motion is handled immediately if: Only a main motion with amendments is on the floor. Handled after the current business if: Discussion on refer to committee or postponement has been started.
Reconsider Motions that can be reconsidered: Main Motions Amendments Refer to Committee Postpone Definitely Previous Question Extend/Limit Debate Appeal Fix Time to Adjourn
Reconsider Motions that can be reconsidered if the passed: Postpone Indefinitely Motions that can be reconsidered if the failed: Object to Consideration of Question Rescind Proper Example: Mr. President, I move to reconsider the motion to have a cookout on March 1st for all FFA members.
Rescind Purpose: To repeal a previous action. Requires a second Amendable Debatable 2/3 Majority Vote without prior warning Cannot interrupt another speaker Proper Example: Mr. President, I move to rescind the motion adopted at the January meeting have a cookout on March 1 st for all FFA members.
Take from the Table Purpose: To take a motion that is on the table off of the table. Requires as second. Not amendable Not debatable Majority Vote Cannot interrupt another speaker Proper Example: Mr. President, I move to take the motion that the chapter have a cookout for the members off the table.
In summary
Parliamentary Procedure: A set of rules used to conduct a meeting in an orderly manner 3 major functions: 1. Ensure meetings run smoothly 2. Help group focus on issues most important to entire group 3. Ensure that meetings are run according to democratic principles
Parliamentary Procedure: 5 basic principles: 1. One question at a time- handle one issue before considering another; maintain order 2. Majority rule- simple majority = at least one more than ½ of people who voted 3. Protection of minority rights- minority = less than ½ of group agrees; hear all viewpoints 4. Equality of rights and responsibilities- precedence 5. Free debate- discussion where pro & con speeches alternate
Parliamentary Procedure Quorum = minimum number of members that must be present for the group to conduct business Chair/ Presiding Officer- names for person running the meeting Duties: Maintain control- members follow parli. procedure Maintain order- prevent filibustering = making long speeches to waste time to prevent vote on issue Act impartially- don t take sides Recognize speakers impartially- precedence
Motions Motion- proposal for action made by a member Main motions- set forth new items of business to be considered; require a second before they can be debated and a simple majority vote Subsidiary motions- allow members to change or dispose of a main motion being discussed; proposed after main motion to which they apply; must be debated and voted on before group can return to main motion Lay on the table- temporary postponement of action; requires simple majority Previous question- immediate vote to stop discussion on a motion; requires 2/3 majority Limit/ extend debate- calls for time limit; requires 2/3 majority Amend- change wording of motion; requires simple majority
Motions (cont.) Privileged motions- concern running of meeting itself Adjourn- calls for meeting to close; requires simple majority Recess- calls for a break; requires simple majority Question of privilege- calls for immediate action on such things as lighting, heating, disturbances, etc.; no vote required- only approval of chair Incidental motions- relate to questions of procedure Point of order- request info. about something in order or to point out a violation of parli. procedure; no vote required Suspend the rules- allows members to do something not normally allowed by the rules; requires 2/3 majority Renewal motions- get discussion reopened on decisions already made Reconsider- discussion of motion already passed; requires simple majority Rescind- cancellation of action taken on previous motion; requires 2/3 majority Take from the table- reopen discussion of a motion that had earlier been laid on the table; requires simple majority
Amending a Motion Amendment must be specific; insert, add, strike out, strike out and insert, substitute Amendment must be germane to a motion; germane = must relate to issue of original motion Amendment cannot be made by inserting word not into the main motion
Voting Previous question- oral vote Aye, No, or Abstain Abstain = member does not wish to support or oppose motion being voted upon When vote is too close to call, group can call for a division of assembly- requires chair to call for a 2 nd vote done in a different method from one used in 1 st vote
Principles of Parliamentary Procedure JO MARK M. LIBRE, MAPOS Head, SAWO/Student Activities Mindanao University of Science and Technology