Welcome to Module Two, Parliamentary Procedures and

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Module Two Parliamentary Procedures and Advocacy

Chapter OneParliamentary Procedures

Welcome to Module Two, Parliamentary Procedures and Advocacy. This chapter focuses on Robert’s Rules of Order, the nuts and bolts of running a board meeting and some ways that the rules are used in the House of Delegates at ASRT.

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Parliamentary Procedures

•A brief story about Henry Robert.■Biography■Parliamentary procedure involvement■Authorship

•Robert’s Rules of Order.•How to run a board meeting using these rules.•How do they apply to the House of Delegates.

First, we’ll briefly discuss Henry Robert, the author of Robert’s Rules of Order. Then we’ll cover parliamentary procedures. We’ll review key concepts, discuss how to run a board meeting using these rules and also cover special situations in the House of Delegates.

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Henry Martyn Robert’s Early Years

• Born May 2, 1837.

• Son of a Baptist minister.

• Nominated to West Point from Ohio.

• Graduated 4th in his class (engineering).

• Corps of Engineers.

• Contracted malaria.

Henry Martyn Robert was born on May 2, 1837; he was raised in Ohio after his family moved there because of his father’s strong opposition to slavery. Robert was nominated to attend West Point, and in 1857 he graduated fourth in his class with a degree in engineering.

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Henry Martyn Robert & Parliamentary Procedure

• New Bedford, Mass., church meeting.• San Francisco, boards of the YMCA and First

Baptist Church.• 1874: Completed manuscript of Rules of

Order; began extensive rewrites immediately.• 1875: Self-published 4,000 copies.• 1876: The volume is sold out.

During the Civil War, he participated in the defense of Washington, D.C.; Philadelphia and several New England ports. Later on, he was transferred to New Bedford, Massachusetts. In New Bedford, Robert was asked to preside over a meeting at his church. That’s when he first observed that meeting decorum tended to break down when discussions became heated or contentious. Each member referred to different rules of order depending on their personal background and geographic origin. The meeting was a disaster, and he decided he would not preside over another meeting until he better understood parliamentary procedure. On the move again, Robert was put in charge of lighthouse and harbor construction in San Francisco. His position made him prominent in the community, and he became a board member of the San Francisco YMCA and the First Baptist Church, among other organizations. During meetings, he noticed that people from different parts of the country had a wide variety of ideas of how meetings should be run. It created an atmosphere in which little business could be accomplished. Understanding this, he developed some ideas from his own study of parliamentary law and saw that there was a need for a general reference tool. The result was a 16-page rules of order guide that he intended to use with the organizations he and his wife belonged to. After he was transferred to Wisconsin, he decided to collect all he had researched on parliamentary procedure and write the first manuscript of what would become Robert's Rules

of Order. The rules were loosely based on procedures used in the United States House of Representatives, but his rule book was not intended for use in national and state legislatures. On the suggestion of his wife, who felt that the Rules of Order might be too complex for people who had no parliamentary experience, Robert added two sections. The first covered practical matters such as the scheduling of meetings and the preparation of agendas. The second section outlined the legal rights of assemblies and the correct procedures for regulating behavior at meetings. After completing the manuscript in 1875, Robert followed a trend of many writers of the day and paid to have 4,000 unbound copies of Rules of Order printed. The book was officially published in February 1876. One thousand copies of the first edition were given free to educators, civic leaders and parliamentarians across the United States. That act must have helped create the tremendous demand; the remaining 3,000 copies were sold out by May. When he had the original 4,000 copies printed, Robert believed that it was at least four year's supply.

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Robert’s Rules of Order

July 1876: Second edition printed with 16 additional pages.

Twenty-one printings by 1892 (more than 140,000 copies).

By 1940, more than 1,000,000 editions printed.

The publisher wanted to reprint the book, but the plates needed to be reset. Robert took advantage to make some changes. The second edition of the Rules of Order was published in July of 1876. Because of a combination of Robert's changes and the use of a larger typeface, it featured 16 additional pages. The second edition would see 21 printings by 1892, with more than 140,000 copies printed. Robert’s background in military discipline may have, in part, led to his famous work. If one looks closely at Robert’s Rules of Order — its structure, its analytical approach and its emphasis on practical solutions — one could argue more compellingly that his engineering training was the real origin of his rules. In 1940, 17 years after his death, Robert's publisher presented his widow with the millionth copy of Robert's Rules of Order.

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Henry Martyn Robert Later Life

• Retired from the Army 1901 as a brigadier general.

• Married for a second time one week later.

• Civil engineering after the Army.

• 1901-1904: designed and supervised the Galveston Seawall.

• Three more books on parliamentary procedure.

In 1915, Robert's Rules of Order, Revised, featuring new material, was published. Parliamentary Practice: An Introduction to Parliamentary Law was published in 1921. This was followed in 1923 by Parliamentary Law. On May 11, 1923, Henry Martyn Robert died in Hornell, New York. Since that time, Robert's daughter and grandson have both created revised editions of the Rules of Order. Parliamentary procedure has become a family business. Robert is known around the world for bringing order to civic and organizational meetings, perhaps his greatest engineering feat of all!

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Principles of Parliamentary Law

Protection of the rights■ Of the majority.

■ Of the minority, especially a strong minority-greater than one third.

■ Of individual members.

■ Of absentees.

■ Of all these together.

A well-run meeting, based on the principles of parliamentary procedure, truly works, particularly in a large meeting. There are ground rules, everyone hears the debate, and there is only one topic on the floor at a time. Why is that? There are a number of important principles underlying parliamentary law. The rules are based on a regard for the rights: Of the majority Of the minority, especially a strong minority-greater than one third Of individual members Of absentees, and Of all these together.

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Other Key Principles

• The majority rules.■ And the minority has a right to be heard

• The membership establishes leadership.■ While retaining control

• Only one question can be considered at a time.

• Changing a previous action is more difficult than taking the action in the first place.

Other important principles include: The majority rules, but only after hearing from all sides and giving them the opportunity to change the majority’s mind. And the minority has a right to be heard and to try to change the majority’s mind. The membership establishes and empowers effective leaders. While at the same time retaining whatever control that it chooses to reserve to itself. Only one question can be considered at a time; Once a motion is brought up, it must be adopted or rejected by a vote, or it must be disposed in some other way, before any other business can be covered. In general, the requirements for changing a previous action are greater than those for taking the action in the first place.

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Why Have Parliamentary Law?

"The application of parliamentary law is the best method yet devised to enable assemblies of any size, with due regard for every member’s opinion, to arrive at the general will on the maximum number of questions of varying complexity in a minimum amount of time and under all kinds of internal climate ranging from total harmony to hardened or impassioned division of opinion."Robert's Rules of Order Newly Revised (10th ed.), Introduction, p. xlviii

"The application of parliamentary law is the best method yet devised to enable assemblies of any size, with due regard for every member’s opinion, to arrive at the general will on the maximum number of questions of varying complexity in a minimum amount of time and under all kinds of internal climate ranging from total harmony to hardened or impassioned division of opinion." Robert's Rules of Order Newly Revised [RONR (10th ed.), Introduction, p. xlviii]

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Characteristics of Deliberative Assemblies

• Individuals meet for “full and free discussion.”

• Full participation – make motions, to debate on them and to vote.

• The group meets in a single place.• Some formality is required.• All members are equal.• If a member disagrees with a decision,

he remains a member.• Those present at a meeting act for the

entire group.

Parliamentary law applies to “deliberative assemblies,” but what does that really mean? Generally, Robert describes a deliberative assembly as one having the following distinguishing characteristics: It’s a group of individuals, meeting together with “full and free discussion” to determine those things to be done in the name of the group. These members have full participation in the meeting and each is allowed to make motions, to debate on them and to vote. The group meets together in a single place, or in such a way where there is at least a chance for all members to hear each other. The group is large enough that some formality is required for it to deal with decisions in an orderly manner. Members act as they individually deem best, and all members are equal in that each has the same weight as expressed by vote. Even if a member does not agree with a particular decision, he remains a member of the body. Those present at a meeting act for the entire group, even if some members are absent.

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Common Types of Deliberative Assemblies

• Chapters and State Affiliates.■ Most common■ Membership limited to those on the rolls■ Regular meetings

• House of Delegates (aka, conventions).■ A group of people who represent themselves

and others• Board of Directors.

■ Generally smallest of these groups■ Derives authority from outside itself

TB1

In the ASRT, types of deliberative assemblies include chapters and state affiliates, the House of Delegates and the Board of Directors. Chapters, state affiliates or even local district or chapter affiliate subordinates are the most familiar type of assembly for most people. This type of assembly, as all that we will discuss, acts for the total membership in the transaction of its business, and membership is limited to those listed on the roll as a voting member in good standing. The bylaws provide for regular meetings weekly, monthly, quarterly or sometimes even annually, and should establish a procedure for calling special meetings as needed. The House of Delegates, or other convention, is an assembly of delegates chosen for a single session to be representatives of a chapter or state association. Delegates are elected by their chapters or affiliate (in whose name they act during the convention), or are entitled to such membership by a bylaw. At the convention, the roll of delegates must be certified and reported to the convention by its Credentials Committee. A board, is an administrative or managerial body of elected or appointed people that varies from a deliberative assembly in the following ways: a) Boards have no minimum size and are frequently smaller than most other assemblies; and b) while a board may or may not function autonomously, its operation is determined by responsibilities and powers delegated to it or conferred on it by authority outside itself.

A board may be assigned a particular function or, in an organization that has no general voting membership, as a university or foundation. The board is the supreme governing body of the institution. Similarly, in a stock corporation, even though the board of directors is elected by stockholders who hold an annual meeting, it constitutes the highest authority in the management of the corporation.

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The principles of parliamentary law protect the rights of the majority and individual members but ,not the minority .

A. True

B. False

Quiz Break

Let’s review the principles of parliamentary law. Is this statement true or false? The principles of parliamentary law protect the rights of the majority and individual members, but not the minority. A. True is incorrect. Parliamentary principles do protect the rights of the majority, the minority and the individual members. B. False is correct. This statement is false because parliamentary principles protect the rights of each of these groups.

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Rule-making Documents and Rank

• Corporate Charter.■ Legal instrument, drafted by attorney

• Bylaws.■ Rules of the society related to itself■ Detail how the society functions■ Require previous notice and a large majority (usually two

thirds) to change■ Cannot be suspended

Any organized society requires certain rules to establish its structure and how it will operate. There also should be formally adopted rules of procedure because there may be disagreement or a lack of understanding as to what is parliamentary law. In all instances, these rules are only limited by restrictions placed on it by a parent body, or from national, state or local law. The various kinds of rules which a society may formally adopt include the following: corporate charter, bylaws, rules of order (which include a standard work on parliamentary law adopted as the society's parliamentary authority) and standing rules. Corporate Charter The corporate charter is a legal document that sets forth the name and objective of the society and whatever other information is needed for incorporating the society under the law. In general, a society need not be incorporated unless the society's proposed activities require it. Charters are generally drafted by attorneys and must be filed according to the appropriate state law. Later changes or amendments must be done according to the law and any limitations within the charter itself. In an incorporated organization, the corporate charter supersedes all its other rules. Nothing in the charter can be suspended by the organization itself unless the charter allows it. Bylaws In general, the bylaws contain the society’s own rules relating to itself as an organization. Bylaws generally have essentially the same form and content and detail how the society functions. They include the rules that the society considers so important that they cannot be changed without previous notice to the members and the vote of a specified large majority (such as a two-thirds vote) and cannot be suspended.

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Bylaws Contents

(1) Name of the organization(2) Object(3) Members(4) Officers(5) Meetings(6) Executive board (if needed)(7) Committees(8) Parliamentary authority(9) Amendment

Most bylaws have the following structure: (1) Name of the organization (2) Object (3) Members (4) Officers (5) Meetings (6) Executive board (if needed) (7) Committees (8) Parliamentary authority (9) Amendment Bylaws supersede all other rules of the society (except a charter if you have one).

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Rule-making Documents and Accompanying Rank

• Rules of Order.■ Assist with orderliness and smooth functioning■ General in nature; not specific to the assembly■ Usually a separate volume, named in the bylaws, such as Robert’s

Rules of Order Newly Revised

• Standing Rules.■ Administrative in nature■ Adopted like a main motion

• Custom■ If conflicts with any other rule, must be changed or adopted as a rule

Rules of Order Rules of order are written rules of parliamentary procedure that provide for smooth functioning and transaction of business. They are general and organization independent. Because of their length and complexity, they are specified as a separate volume, such as Robert’s Rules of Order Newly Revised, the book on which this lesson is based. Whatever volume is being used, it should be adopted as the parliamentary authority in the bylaws. Once a parliamentary authority has been adopted, its rules are binding on the society unless they conflict with the bylaws or provisions of local, state or national law that apply to that type of organization. Rules of order can be suspended by a two-thirds vote. However, bylaws cannot be suspended. Standing Rules Standing rules relate to the administration of a society rather than to parliamentary procedure. They are adopted just as any other regular motion adopted by the society. Examples of such rules might set the hour when meetings are to begin or require all attendees to wear name tags. Standing rules are generally adopted as the need arises by a majority vote at any meeting. Standing rules remain in effect until rescinded or amended, but can be suspended temporarily for the duration of a particular session if voted on by a majority attending the meeting. Standing rules in conventions differ from ordinary standing rules in some respects. Whatever names an assembly may apply to its various rules, the vote required to adopt, amend or suspend a particular rule is determined by the nature of its content according to the definitions given above.

Custom You may have heard someone at a meeting say “But, we’ve always done it that way.” And custom can play a prominent role in many organizations. In fact, in some organizations a custom can become so ingrained that it is treated as if it were a rule of order. But, if that custom conflicts with any written rule of the organization, including a rule in the parliamentary authority, and a point of order is raised noting the conflict, then the custom should be dropped. If there is no conflict with a written rule of the organization, then the custom should be followed, unless a majority vote is taken agreeing to do otherwise.

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Which of these is a common type of a deliberative assembly ?

A. Chapters and affiliates.

B. Board of Directors.

C. All of the above.

Quiz Break

Let’s review the types of deliberative assemblies. Which of these is a deliberative assembly where parliamentary law would apply ? • is incorrect. Chapters and affiliates are common deliberate assemblies, but so is a board of

directors. • is incorrect. A board of directors is a deliberate assembly, but so are chapters and affiliates. C. is the correct response, both of these responses include groups that are considered a

deliberate assembly.

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Parliamentary Procedures •Robert’s Rules of Order.

■ Principles of parliamentary law

■ Characteristics of deliberative assemblies

■ Other rules affective deliberative assemblies

•How to run a board meeting using these rules.

•How do they apply to the House of Delegates.

So that’s how we got Robert’s Rules of Order. It was one man, doing his best to restore order to the meetings he attended. And we’ve looked at some of the things he developed: the fundamental principles of parliamentary law, the characteristics of various types of deliberative assemblies and the hierarchy of rules within an organization. So let’s press on and discuss motions.

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Conducting Business The Main Motion

A MAIN motion is:

• a formal proposal

• by a member

• in a meeting

• that the assembly take a certain action

Business is presented to a group by way of a motion. A main motion is a formal proposal by a member, in a meeting, that requires the assembly to take a certain action. That action may be that the assembly do something specific (buy a computer, make a donation, etc.), or it may express a certain view (to support a specific motion at the House of Delegates) or direct that a particular investigation be conducted and the findings be reported to the assembly for possible further action. Additionally, after an officer, board or committee has reported at a meeting, one (or more) motions to carry out their recommendations may be made. Main motions must be legal, concise, unambiguous and complete. “I move that we spend not more than $150 for a new desk in the office” is a main motion that meets these criteria.

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Motions That Are Not in Order

• Motions that the assembly refrain from doing something. • Motions to “reaffirm” a position previously taken. • Negative motions. • Motions that conflict with governing documents (charter or

bylaws) or conflict with national, state or local laws. • Motions that conflict with motions previously adopted by the

body. • Motions that present the same question as one previously

decided in the same session.• Motions that are outside the object of the society.

And there are some types of motions that are not in order: Motions that require the assembly to refrain from doing something (because the same effect can be had by adopting no motion at all). Motions to “reaffirm” a position previously taken (because the original motion is still in effect, and because amendments could become problematic). Negative motions (because they can be confusing). Motions that conflict with governing documents (charter or bylaws) or conflict with national, state or local laws. Motions that conflict with other motions previously adopted by the body (unless the prior motion has been rescinded). Motions that present the same question as one previously decided in the same session. Motions that are outside the object of the society (as defined in the bylaws) unless a two-thirds vote agrees to the motion’s consideration.

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Working With the Main MotionSecondary Motions

• A motion that does something to, or has direct impact on the consideration of, the main motion.

• Made/considered while main motion is pending.

• Do not bring up new issues of business.

• Must be disposed of before consideration of the main motion can continue.

One of the principles of parliamentary law that we discussed earlier was that only one question can be considered at a time. However, it’s not uncommon for other motions to arise. Secondary motions are those that can only be made and considered while a main motion is pending, that do not bring up new substantive issues of business and that must be disposed of before consideration of the main motion can continue. Additionally, under the rules, multiple secondary motions (or questions) can be under discussion simultaneously. One handy rule of thumb to remember is that you will always be working with the motion that was last stated by the chair.

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Types of Secondary Motions

• Subsidiary Motions.■Motions that do something to the main motion

• Privileged Motions.■Motions that the assembly do something other

than discuss the main motion

• Bring Back Motions.■ Bring a previously discussed question again before

the assembly

To further complicate matters, at least for the uninitiated, the seven subsidiary motions (motions that do something to the main motion) and the five privileged motions (motions that the assembly do something other than discuss the main motion) each have a specific rank. The main motion ranks lowest. Finally, there is a group of motions, informally known as the “bring back” motions that bring a previously decided question again before the assembly. We’ll discuss each of these groups of motions before selecting a few of the more commonly used motions for further discussion. This course is brief; it is impossible to provide a full treatment of all of the motions.

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The Subsidiary Motions (from lowest rank to highest)

Postpone indefinitely To kill the main motion without a direct vote

Amend To edit the main motion before it is voted on by the assembly

Commit or refer To send the main motion (and any amendments) to a committee

We’ll begin with looking at the subsidiary motions. The lowest ranking of the subsidiary motions is the motion to postpone indefinitely. The purpose of this motion is to kill the main motion without a direct vote. For example, a motion in your chapter that you endorse a member who is running for a political position in an entirely different organization is one that you just want to “go away.” You don’t want to defeat the motion, but adopting it can cause future problems. The next motion to discuss is the motion to amend. This is perhaps the most common subsidiary motion. It is a motion to change the language of the main motion. We will discuss this motion in greater detail later in this module. The third motion is the motion to commit, also called the motion to refer. This motion is used to send the motion (and any amendments) to a committee for further research and evaluation. We will discuss this motion in greater detail later in this chapter.

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The Subsidiary Motions (from lowest rank to highest)

Postpone to a certain time

To delay the motion until later in the meeting or to a later meeting

Limit or extend limits of debate

To change the limits of debate

Previous question To cut off debate and move directly to a vote

Lay on the table To set the main motion aside temporarily for a matter of greater urgency

The motion to call for the previous question is a motion to end all debate and amendments and proceed to a vote on the immediately pending question. If the member wishes to end all debate and amendments, and proceed to a vote on all pending questions, then he should state his position when making the motion. Because this motion removes the rights of members to debate and make amendments, it requires a two-thirds vote to be adopted.

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The Subsidiary MotionsCharacteristics

• Applied to another motion while it is pending.

• Can be applied to any main motion.

• Fit into an order of precedence.

• In order until taking the vote on the question.

Subsidiary motions have the following characteristics: They are always applied to another motion while it’s pending, and adoption of a subsidiary motion does something – changes its status in some way – without adopting or expressly rejecting it. They can be applied to any main motion (and sometimes to other motions, as well) . They fit into an order of precedence. They are in order from the time that the chair states the question until he or she begins to take the vote on the question, provided that the subsidiary motion is in order according to the precedence of motions and the question is not substantially the same as one already decided.

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The Privileged Motions (from lowest rank to highest)

Call for the orders of the day

To have the chair return to the agenda and follow it

Raise a question of privilege

To have a pressing situation resolved

Recess To take a short intermission in a meeting

Adjourn To end the meeting

Fix the time to which to adjourn

To establish the time and date of a continued meeting to occur before the next scheduled meeting

Outranking all of the subsidiary motions are the privileged motions. These motions affect the assembly itself and its broader actions. The lowest ranking of these is the motion to call for the orders of the day. This is a powerful tool – it’s not a motion, per se, but rather a demand by a single member that the chair returns to the agenda and follows it. It’s important to note that this motion requires no second. This is especially helpful if there has been extensive conversation without a motion on the floor – it helps refocus the group on its purpose for being there. The second of these motions is the motion to raise a question of privilege. Use this motion to have a pressing issue resolved – a window needs to be closed to alleviate street noise, or the temperature is uncomfortable. Like a call for the orders of the day, this is generally not voted on; rather the chair orders the matter to be resolved. The third motion is perhaps more familiar; it is the motion to take a recess or a short break in the meeting. We will discuss this motion in more depth later. The fourth motion, the motion to adjourn, is also familiar, although in this context, this is the motion to adjourn while still considering business on the floor. Adjourn, as you probably know, is a motion to end the meeting immediately. If the meeting is adjourned with business still pending, it is carried over to the next meeting, as long as that meeting is held within 90 days.

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The Privileged Motions Characteristics

• Does not relate to the pending business, but with matters of importance which should interrupt consideration of everything else.

• Fit into the order of precedence.

Privileged motions have the following characteristics: They do not relate to the pending business, but rather with special matters of importance which, without debate, should interrupt consideration of everything else. They fit into the order of precedence.

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The Bring Back Motions

Take from the table To bring back a motion previously tabled

Rescind To reject an entire main motion that has been previously adopted

Amend something previously adopted

To change a main motion that has been previously adopted

Discharge a committee

To take back control of a motion referred to a committee

Reconsider To bring a motion back to the assembly as if it had not been previously considered (a “do over”)

There is another category of motions we are going to touch on briefly – the “bring back” motions. They bring back a previously pending piece of business. Take from the table - This motion is used to consider a motion, from this meeting or the last meeting, that was tabled. Motion to rescind - It nullifies a main motion that has been previously adopted. Under the principle that it should be harder to change a decision than it was to make the decision in the first place, this motion requires either previous notice or a higher percentage of the vote, whichever is easier to obtain. Next in this category is amending something previously adopted, this is similar to the motion to rescind - This is used to amend something previously adopted. Rather than nullifying it, it changes the motion. This motion also requires either previous notice or a higher percentage of the vote, whichever is easier to obtain. Motion to discharge a committee - This motion brings control of the motion back to the assembly for further consideration. Use this motion if a committee has not done the work that they were assigned, or if the situation has changed and the assembly would now like control of the motion again. The final bring back motion is the motion to reconsider. Reconsider is a unique motion that is only valid during the same meeting as the original motion was considered. Further, it must be moved by someone who voted on the prevailing, or winning, side. It’s used when someone thinks better of a motion that was adopted, or when new information becomes available.

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The Bring Back Motions Characteristics

• Bring a motion again before the assembly.• Can only be made when no business is pending.• Must adhere to the following principles:

■ During the meeting if the assembly has decided a question, the same question cannot be brought up again, except through special procedures.

■ While a question is temporarily disposed of, but not finally settled, no similar or conflicting motion can be introduced.

■ To change what the assembly has adopted requires something more than what was required to adopt it in the first place.

Bring back motions have the following characteristics: These motions, either by their introduction or their adoption, bring a motion again before the assembly. Generally these motions can only be made when no business is pending, and all of these motions must adhere to the following principles.

During the meeting if the assembly has decided a question, the same question cannot be brought up again, except through special procedures. While a question is temporarily disposed of, but not finally settled, no similar or conflicting motion can be introduced. As discussed earlier, to change what the assembly has adopted requires something more, either a higher vote or previous notice or both, than what was required to adopt it in the first place.

Slide 29

Quiz Break

If a motion is made to adjourn, what is the time limit to complete pending business ?

A. 90 days. B. 30 days.

Let’s review the rules for a motion to adjourn. What happens if there is a motion to adjourn while still considering business on the floor? What is the time limit to complete pending business?

A. Is correct. If the meeting is adjourned with business still pending, the meeting is held within 90 days.

B. Is incorrect. 90 days is the appropriate time limit.

Slide 30

Standard Descriptive Characteristics of Motions

• Can you interrupt a speaker to make it?

• Does it require a second?

• Is it debatable?

• Is it amendable?

• What vote is required for adoption of this motion?

• Can the decision on the motion be reconsidered?

We talked earlier about the characteristics of various groups of motions. But are there some characteristics that are common for all motions? Well, no, but there is a framework that we use to discuss a specific set of characteristics. I’ll give you that framework and the characteristic of “most” motions. Key among these characteristics are: Is the motion in order when another motion has the floor? Can you interrupt a speaker to make it?

Generally not. Does it require a second?

Usually yes. Is it debatable?

Yes, if it is a matter of substance. Is it amendable?

Yes, if there are logical amendments to be made. What vote is required for adoption of this motion?

Generally, a majority, unless you are restricting a member’s rights, or changing a decision previously made, then it is probably two thirds.

Can the decision on the motion be reconsidered? Generally yes, especially if it’s a motion of substance. But no, if something has been done that is impossible to undo.

Slide 31


•A brief story about Henry Robert.

•Robert’s Rules of Order.■ Amend■ Commit■ Recess

•How to run a board meeting using these rules.•How do they apply to the House of Delegates.

We’ve talked about some parliamentary procedure basics – now let’s further into the motions to amend, commit and take a recess!

Slide 32

Amend

Three versions:

• Amend by striking out (deleting).

• Amend by inserting or adding.

• Amend by striking out and inserting.

• Presented as an editorial (word-by-word) change.

Sometimes we hear a motion and we immediately think, “Yes, but there is a better way” – and from trying to implement that “better way” we think of a way to change the motion that would improve it. There are several types of amendments. And remember, parliamentarians are a precise bunch. Think of this as editing the main motion. They want to know where in the motion you will make the change and exactly what the change is. You can amend a motion in several different ways: Striking out language that is in the motion. Insert or add, if the new language is to go at the end of the motion. Strike out and insert. This generally happens in the same place unless you have permission of the assembly. These changes are provided as a word-by-word editorial change. “I move to strike out the word ‘desk’ and insert the words ‘office furniture.’” Amendments also must be germane – that means they must have something to do with the main motion – even if they are counter to it. For instance, a motion to commend a motion can be amended to become a motion to censure that same member, since both motions deal with the assembly’s opinion of the member. Remember that amending a motion requires a vote to adopt the amendment, and if passed, the main motion is now amended.

Slide 33

A Motion to Amend – Amendment

A member:“I move to spend

not more than $150 for a new

desk for the office.”

Another member: “I move to amend the

main motion by striking out “a new desk” and

inserting “office furniture.”

The motion to amend is voted on and adopted.

Let’s look at some of the key steps in this process. A member has an idea and makes a motion. But another member might know that it will be hard to match the new desk to the existing furniture and wants to look at all new office furniture. So he or she moves an amendment to strike out “a new desk” and insert “office furniture.” Assume that the motion to adopt the amendment to the main motion is successful.

Slide 34

A Motion to Amend – Main Motion as Amended

The amendment is adopted; the main motion now reads:

I move spend not more than $150 for office furniture for

the office.

The main motion as amended must now be

voted on…

I move spend not more than $150 for office furniture for

the office.

NOW you can go and buy the

office furniture!

So the amendment is adopted and the text of the main motion has been changed. The text of the main motion, as amended, must also be adopted. And only after that happens can you go and buy the new office furniture….

Slide 35

Commit• Sends the motion, along with any proposed

amendments, to a committee.

• Key facts to consider:■ What committee? A standing (permanent) or special

(temporary) committee?

■ When should the committee report?

■ Does the committee have authority to take action on this issue (appointed “with power”).

Sometimes the choices are so many, or the unknowns are so great, or the work remaining is so voluminous, it’s not an effective use of the entire assembly’s time. In those instances, the motion to commit, sometimes called refer, is what you need. This motion allows you to send a motion to a specific committee for them to perfect and bring back to the body at a later time. The maker of the motion to commit needs to specify to which committee you would like the motion sent. You also may specify when they should report back, and by what means. For instance, “I move that the motion be referred to the Headquarters Committee, to report on options for office furniture at the next board meeting.” If you want to authorize the committee to purchase the furniture, you must designate that in the motion, otherwise they will just be authorized to research the options and report back on them.

Slide 36

Special Committees

Critical information:

• How many people will be on the committee?

• Who will appoint the committee?

• Who will chair the committee?

• If the president is to name the members, the first person he names is the chairman.

What if there isn’t an appropriate standing committee to consider the motion. In that case, you can move that a special committee study the issues. In addition to the considerations for referring something to a committee, there are a number of special factors to consider. For instance: How many people will be on the committee? How will people be selected to serve on the committee? Who will chair it? The two most common options are to appoint the committee members in the motion itself or for the motion to specify that the chair will appoint them. Option 1: “I move that a committee of Frank, Sally and Pat be appointed to research….” In this option, unless the motion specifies who is to be the chair, then the committee will select its own chairman. Option 2: “I move that the chair appoint a committee of three members to research….” When the chair appoints the committee, the first member he names is the chairman. In any event, when the committee report comes to the floor, regardless of what they recommend, the assembly retains full control, and can amend or reject their recommendations.

Slide 37

Recess

• A short break or intermission in the meeting, after which business will resume at exactly the same place as when the recess began.

• A motion to take a recess can be amended (as to the length of time of the recess).

Occasionally, either due to biological needs or a need to talk briefly with other members of the assembly, it’s a good idea to request a recess. This is a short break or intermission in the meeting, and after the recess concludes, business will begin again at exactly the same place as it was when the recess began. Generally, in all but the most formal of assemblies, a member simply requests a recess, and the chair asks if there is any objection to taking a brief break. However, this is a real motion, and as such is amendable (as to the length of time that the recess will be). It is not debatable, and once the length of the recess is determined, the chair should proceed directly to a vote.

Slide 38

Parliamentary Procedures •A brief story about Henry Robert.

•Robert’s Rules of Order.


■ The agenda.

■ Steps to handling a motion.

•How do they apply to the House of Delegates.

So we’ve covered a lot of pertinent ground in Robert’s Rules of Order. What else do we need to know to run a board meeting using these rules? This section of the chapter will cover the order of business, known as the agenda, and the proper steps in handling a motion.

Slide 39

The Agenda

1. Reading and approval of minutes2. Reports of officers, boards and standing (permanent) committees3. Reports of special (temporary or ad hoc) committees4. Special orders (for instance, something required by the bylaws to be done

at that meeting, like nominations for officer elections)5. Unfinished business6. New business

Let’s attend a meeting, shall we? It hasn’t started yet, but will in just a moment. Note that the presiding officer is stepping to the podium. He calls the meeting to order, members quiet down, and the meeting begins. Some groups begin with opening ceremonies and may have programs, meals or other non-business related events within the meeting. However, when it comes to the business of the meeting, the agenda and order for such business is generally as follows: 1. Reading and approval of minutes 2. Reports of officers, boards and standing (permanent) committees 3. Reports of special (temporary or ad hoc) committees 4. Special orders. For instance, something required by the bylaws to be done at that meeting, like nominations for officer elections 5. Unfinished business 6. New business

Slide 40

Proper Steps for Handling a Motion

• A member makes a motion.

• Another member seconds the motion.

• The chair states the question.

• Members debate the question.

• The chair states the question and takes the vote.

• The chair announces the results.

Business is brought before the assembly by making a motion. It sounds good, but what does that mean? What does it entail? First of all, a member makes a motion – a proposal, if you will, that the assembly takes a specific action. So let’s use an example. You would like for the assembly to spend up to $150 for a new desk. So you rise, or raise your hand, and wait for the chair to recognize you. Once the chair has recognized you, you say, “Mr. Chairman, I move that the organization spend up to $150 for a new desk.” After making the motion, the maker resumes his seat, but remains alert, since he will have the opportunity to speak first in debate. Another member who wishes for the motion to be considered says “second!” or “I second the motion.” The seconder need not rise, and without obtaining recognition from the chair, simply verbally indicates his second. A second indicates that the seconder believes the motion should be discussed; it does not mean that the seconder is in support of the motion. Further, once debate has begun on a motion, the lack of a seconder is immaterial. Once the motion is made and seconded, the chair states the question. The chair does this by announcing the exact motion, and that it’s open for debate. At this point, the motion now belongs to the assembly, and not to the individual maker. Once the question is stated, the chair turns back to the maker of the motion, who has the right to debate first. Other members who wish to debate should rise, or raise their hand, and await recognition from the chair. Unless other rules of the organization are different, each member has the right to speak two times in debate on each motion, but cannot speak for the second time until everyone who wants to speak but has not yet spoken has been given that opportunity. Debate must be on the motion being discussed and should be addressed to the chair. The chair himself does not debate, but remain impartial on the question. If there is substantial debate, the chair should attempt to rotate between those in favor of the motion and those opposed to it.

Once debate appears to have run its course, the chair puts it to a vote after reminding the assembly of the exact wording of the question to be decided. Since this is the statement of the question immediately before the vote, this is wording of the motion that should be used in the minutes of the meeting. The vote is generally taken by voice vote, by asking, “All of those in favor, please say aye.” “All of those opposed, please say no.” The chair then announces the results of the vote: “The ayes have it, the motion is adopted, and the assembly will purchase a desk at a cost not to exceed $150,” or “The no’s have it, the motion is defeated, a desk will not be purchased.” As you can see, there are three parts to the announcement of the results of the vote: Which side “has it.” Whether the motion is adopted or defeated. The action that will take place as a result of the vote. Sometimes, it’s not readily clear which side has prevailed, particularly in a voice vote. In that instance, a single member can request that a vote be retaken as a rising vote, as long as he does not abuse that privilege. He does this by calling out “division!” This can happen at any time from the moment that the negative votes are cast until the next order of business (the next motion, report, etc.) has been announced. The chair then automatically calls for the vote to be retaken as a rising vote. From time to time, particularly in the case of routine matters such as adopting minutes, time can often be saved by using a procedure called general consent. To do this, the chair says, “If there is no objection, the minutes will be adopted.” If, however, any single member objects, the motion must be made and voted on in the regular order.

Slide 41





•How do they apply to the House of Delegates?

■ Electronic voting

■ Consent calendar

So how do these rules apply in the House of Delegates? Well, very much like they do in your regular board meetings. However, there’s two ways that the House of Delegates is different.

Slide 42

Electronic Voting

• Explained at each meeting of the House of Delegates.

• Instructions are given . • Expedites business .• Calculate percentages, for those votes that require

more than a majority vote.

There is one important principle of parliamentary procedure that is considered good practice. It is not stated explicitly in the book, but it is important– “Members have a right to efficient meetings.” There are a number of steps that the ASRT staff, speaker of the House and delegates take to make meetings more efficient. The first is electronic voting. Electronic voting is explained at each meeting of the House of Delegates and is demonstrated at the first seating of the House, at a minimum. Voting members of the House of Delegates are given a small device that looks like a remote control – and essentially is a remote control. Delegates will be instructed how to vote. The electronic device will count the votes and report the tally. Delegates never have to worry about shouting louder than the “other side” during a vote.

Slide 43

Consent Calendar

• Generally used in legislative bodies.• An efficient way to deal with uncontested business

quickly.• All business starts on the consent calendar in the

House of Delegates. • May be removed at the request of a single member.• All remaining items on the consent calendar should

pass unanimously.

Another method of increasing efficiency in the House is the use of the consent calendar. You frequently see consent calendars, also called consent agendas, used in legislative bodies. It contains motions that are so noncontroversial and routine as to bear no debate. It is assumed that everything on the consent calendar will be adopted unanimously. However, sometimes members may want to debate or amend something on the consent calendar. In that case, a single member, without second, and without discussion, may demand that an item be removed from the consent calendar for further discussion, and it shall be removed. At the House of Delegates, to expedite business, it is routine to place all commission motions on the consent calendar. At the time that the consent calendar is called up for review , the chair of the commission pulls a list of those motions that the commission is recommending be not adopted, or that they will propose amendments to. Delegates, have the same right. You may either give your motion numbers to the chair of the commission, and they will pull the items for you, or you can rise and pull them yourselves. The speaker will be very clear as to the appropriate time to do that. Once all of the motions which people wish to defeat, amend, or discuss are removed from the consent calendar, the remaining motions will be voted on as a single block. This single block should pass unanimously, since anyone wishing to defeat a motion should pull it from the consent calendar.

Slide 44

Assumed Motions

• Routine or well-defined motions that the assembly can follow easily.

• The commission chairman does not make the motion formally, but the speaker calls up the motion by number.

• If a delegate is confused, he can request that the motion be read in its entirety.

Once the items remaining on the consent calendar are adopted, the speaker will begin moving through the motions that have been removed, in numerical order. Since delegates have the motions in writing the commission will not make the motion. Instead, the speaker will assume the motion has been made. This is a tool that Robert’s Rules of Order and your bylaws allow when the motion is clear to the members – as it will be in this situation. The speaker will rise and say, “The question is on commission motion number ____. Are you ready for the question?” This is your opportunity to rise to debate or offer amendments on the motion. Following the debate, the speaker will ask if you are ready for the vote, and then give instructions on how to vote. Generally, “Press one for yes. Press two for no. Vote now.”

Slide 45

Parliamentary Procedures Jump to a Topic :




•How do they apply to the House of Delegates?

■ Electronic voting

■ Consent calendar

We have covered a lot of material in this chapter on parliamentary procedures. We hope this information is valuable to you as you attend meetings as a leader and as a member of an assembly. If you would like to review any of the topics we’ve covered, please click on the slide to “jump to” one of these topics.

Slide 46

Want to learn more?

www.parliamentarians.org

Contact the National Association of Parliamentarians for a parliamentary study

unit near you!

Parliamentary procedure is a complex and fascinating study. If you would like to learn more, the National Association of Parliamentarians can provide further study materials or a local unit for further study and education. This concludes our chapter on parliamentary procedure. Please complete the assignments for this chapter before proceeding to the next chapter.