Parliamentary Procedure (Robert’s Rules of Order) X12N – TG11 WEDNESDAY, June 9, 2004.
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Parliamentary Procedure(Robert’s Rules of Order)
X12N – TG11
WEDNESDAY, June 9, 2004
Presentation © 2004 X12N TG11., all rights reserved2
AGENDA
Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival Summary
Presentation © 2004 X12N TG11., all rights reserved3
The Purpose of Rules
Parliamentary procedure, properly used, provides the means whereby the affairs of an organization can be controlled by the general will within the whole membership.
“General will” does not always imply near unanimity or “consensus,” but rather the right of the deliberate majority to decide.
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The Presiding Officer (Chair)
Opens a meeting at the scheduled time by taking the chair and calling the members to order, and maintains order during the meeting
Announces the business before the assembly and the order in which it is to be acted upon
Recognizes members entitled to the floor To state and put to vote all questions which are
moved, or arise in the course of the proceedings; and to announce the vote results
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The Presiding Officer (Chair)
Protects the assembly from annoyance from frivolous or dilatory motions by refusing to recognize them.
Enforces the observance of order and decorum at all times
Decides all questions of order (subject to an appeal to the assembly by two members)
To inform the assembly when necessary, or when referred to for the purpose, on a point of order pertaining to pending business
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The Presiding Officer (Chair)
Entitled to vote when vote is by ballot, and in all other cases where the vote would change the result
Relinquishes the chair before participating in discussion of a pending action
Relinquishes the chair when a motion is made referring to the chair only, or which condemns or compliments the chair with others
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AGENDA
Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on Survival
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Motions and Resolutions
A motion is a proposal that the assembly take certain action, or that it express itself as holding certain views.
Member must obtain the floor from the chair, then states “I move that ---”
The member making a motion is customarily extended the courtesy of speaking first when the motion is discussed
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Seconding Motions
Most motions should be seconded Requiring seconds prevents time from being
consumed in considering a question that only one person favors
A motion is seconded by a member’s saying “I second the motion” or “I second it,” which can be done without obtaining the floor
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Definitions
Main Motion – A motion that is made to bring any particular subject before the assembly. No main motion can be made when another motion is pending.
Subsidiary Motion – A motion that may be applied to a main motion, and to certain other motions, for the purpose of modifying them, delaying action upon them or otherwise disposing of them.
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Definitions
Privileged Motion – A motion having no relation to the pending question, but of such urgency or importance as to require it to take precedence over all other motions.
Incidental Motion - A motion that arises out of another question which is pending or has just been pending, and must be decided before the pending question, or before other business is taken up. They have no fixed rank, but take the precedence of the question out of which they arise, (main, subsidiary, or privileged).
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Definitions
Previous Question – The name given to the motion to close debate at once and to take the vote on the immediately pending question and such other questions as are specified in the motion.
Substitute – An amendment where an entire resolution, or section, or one or more paragraphs, is struck out and another resolution, or section, or one or more paragraphs, is inserted in its place.
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Stating the Question
When a motion has been made and seconded, it is the duty of the chair, unless ruling the motion out of order, to immediately state the question – that is state the exact question that is before the assembly for its consideration and action
Asking “Are you ready for the question” is asking if there is any more discussion on the motion. If no member requests the floor, the motion is immediately put to the vote
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AGENDA
Purpose & Scope Chair Roles Types of MotionsOrder of Precedence Debate and Process Tips on Survival
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Order of Precedence of Motions
Postpone to a Certain Time * Commit or Refer * Amend * Postpone Indefinitely
A Main Motion *
Debatable
Fix the Time to Adjourn Adjourn Take a Recess * Raise a Question of Privilege Call for the Orders of the Day
Lay on the Table Previous Question (2/3) Limit or Extend Limits of Debate (2/3)
Undebatable
SubsidiaryMotions
Privileged
* Can be amended: the others cannot be amendedThe first three Privileged motions are not always privileged
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Secondary Motions
To assist in the efficient disposal of a motion, various subsidiary motions are used, such as amend or refer, and for the time being the subsidiary motion replaces the immediately pending motion. While these are pending, a motion incidental to the business may arise, such as a question of order, and this incidental motion interrupts the business and, until disposed of, becomes the immediately pending motion. And all these may be superseded by privileged motions, as to recess or adjourn, of such supreme importance as to justify their interrupting all other motions.
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AGENDA
Purpose & Scope Chair Roles Types of Motions Order of PrecedenceDebate and Process Tips on Survival
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Debate
Before any subject is open to debate it is necessary that:– First, a motion be made by a member who has
obtained the floor– Second, that it be seconded (some exceptions)– Third, that it be stated by the chair (The fact that a
motion has been made and seconded does not put it before the assembly, only the chair can do that, or rule it out of order)
– If several motions are pending, the last one stated by the chair is the immediately pending motion
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Amendments
Must be germane to the subject being amended Can amend an amendment Cannot amend an amendment to an amendment Are debatable unless the motion being amended
is undebatable Require only a majority vote Can insert, add, strike out, or substitute
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“Friendly Amendments”
Not a formal parliamentary procedure Used by organizations to save time The “Friendly Amendment” must be accepted
by both the maker, and the one who seconded, the motion being amended, before it can be incorporated into the motion without benefit of a majority vote on the amendment.
Limits the ability of the group to consider each element of the issue being considered
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AGENDA
Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and ProcessTips on Survival Summary
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Order of Business
Call to order. Roll call of members present. Reading of minutes of last meeting. Officers & Committee reports. Special orders --- business designated for review at this
meeting. Unfinished business. New business. Announcements. Adjournment.
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How are Motions Presented?
Obtaining the floor – Wait until the last speaker has finished. – Raise Your Hand, wait until the Chair recognizes you.– Make Your Motion
Speak in a clear and concise manner. Always state a motion affirmatively. Say, "I move that we ..."
rather than, "I move that we do not ...". Wait for Someone to Second Your Motion Another member will second your motion or the Chairman will
call for a second. If there is no second to your motion it is lost.
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Expanding on Your Motion
The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.
The mover is always allowed to speak first. All comments and debate must be directed to the chair. Keep to the time limit for speaking, if one has been
established. The mover may speak again only after other speakers are
finished, unless called upon by the Chair.
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Incorrect Pariamentary Moves SO MOVED!
This is a common statement which means nothing.
One must state the actual motion so as to avoid confusion in the audience. Everyone has the right to know exactly what is being moved and discussed. "So moved!" is vague.
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I MOVE TO TABLE!
First of all, the motion is "Move to Lay on the Table". According to Robert's Rules of Order, this motion is in order only as a temporary interruption of the agenda, so as to allow something special and urgent out of turn.
It is not intended to kill a motion. If your members wish to kill a motion, let them use the correct motion - "Move to Postpone Indefinitely".
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CALL FOR THE QUESTION!
The chair may state that after one or two more speakers' comments, the vote shall be taken.
It is critical that the chair not automatically stop the discussion when someone says "Call for the question".
The member who wishes to stop the discussion does not have more rights than the members who wish to discuss the issue.
A motion to stop the discussion ("I Call for" or "I Move the Main Question") would require a 2/3 vote to be adopted.
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AGENDA
Purpose & Scope Chair Roles Types of Motions Order of Precedence Debate and Process Tips on SurvivalSummary
Presentation © 2004 X12N TG11., all rights reserved29
Summary
Parliamentary procedure should be followed from the beginning as a matter of course, and should not be regarded as something to be resorted to only when trouble arises.
At the same time, there should be a flexibility as to the strictness of application of the rules, dependent upon the particular situation.
Under no circumstances should concern for parliamentary correctness be permitted to impose undue artificiality in a business meeting
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Conclusion
Parliamentary procedure is a means of conducting meetings in an orderly efficient manner and to consider and take deliberate action on items of business brought before the assembly
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