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Primer in Parliamentary Procedure Craig Smith Director of the Center for First Amendment Studies and Professor of Communication Studies
Parliamentary procedure was meant to enhance the efficiency and efficacy of group meetings. It should- not be used to obstruct the conduct of business, but should help the group operate smoothly and cordially. With proper training, a chair can move a group along almost without them knowing that parliamentary procedure is in effect. For most meetings and most agenda items, for example, it is sufficient for the chair to move the item through by using the phrase "without objection . . ." For example, if there are no "corrections or additions to the minutes," they can be "accepted without objection." If there are no requests for "changes in the agenda," it "stands accepted without objection." The general name for this procedure is "unanimous consent." That is, if the group agrees, the chair is empowered to move the business along by using the phrase "without objection." Should someone object, they must be heard, and the rules of parliamentary procedures are then in play. We no longer have "unanimous consent." Generally speaking discussion should not take place unless there is an item on the floor. In order for a meeting to proceed in an orderly manner, items have been placed on an agenda. They need to be "taken up" by the chair, or "moved" by a member of the group, to be under consideration and hence debatable. Thus, it is entirely proper for the chair or a member of the group to object when discussion commences without an item before the group, whether it be the minutes of the last meeting, a resolution for the good of the order, or an amendment to a motion before the group. According to Robert's Rules of Order the normal procedure for the construction of an agenda of items is to put the agenda out a week in advance of a meeting. The agenda should list the time and place of the meeting. The first agenda item is approval of the agenda as set by the chair. The second agenda item is "approval of the minutes" of the last meeting. The third agenda item is usually "announcements by the chair" but announcements by others may be allowed. The trick here is not to allow the announcements to flow into discussions which can then impede the progress of the meeting. The fourth agenda item is "old business" which normally finished up before "new business is taken up." The fifth agenda item is "new business." Some agendas include a sixth item labeled "remarks for the good of the order (time permitting)" in which members are allowed to express themselves on a variety of issues. The last agenda item is adjournment. Agenda's can be punctuated with "time certain" reports or actions that allow visitors to know, when they are to speak or report, or allow members to establish certain times for items that must be completed during the meeting. Also, agenda items should be numbered in some style that allows for easy reference (e.g., "We'll now take up item 7.1.")
The next meeting of the Commission on Teacher Credentialing will be at 2:00 pm on September 21, 1999 in Room MHB 214. The agenda follows:
The agenda then can serve as outline for the minutes of the meeting which report the action taken in each category, but begin by reporting those present in order to assure action was taken with a quorum.
Unless otherwise specified in by-laws, a quorum is established when 50% plus 1 of the members are present. One does not have to vote "yes" or "no" to establish a quorum, only "present" or "here". Once the quorum is established, business may begin and members are not required to vote on any items they choose not to. They may register their presence by voting present or by not voting at all. If enough members drift out of the room to reduce the number present to less than a majority of the membership, it is appropriate to "suggest the absence of a quorum," at which point a head count must immediately be taken. If a quorum is present, business may continue. If it is not present, then business must halt until a quorum can be reestablished. This is normally accomplished with a quorum call. The duration of the quorum call depends on the organization. The U.S. Senate allows fifteen minutes for enough Senators to gather to re-establish a quorum.
Once an item is under discussion, there are a series of parliamentary procedures that may be used to facilitate discussion. These are directed at the chair and include but are not limited to: l. "Point of parliamentary inquiry," or "point of information." - always in order, these vehicles are used to end confusion, not to advance a point of view. If you are lost, just ask for clarification. What is under consideration? An amendment? A main motion? 2. "Orders of the day" - always in order and not debatable, this vehicle is used to keep the meeting on track. If someone decides to move to agenda item number 4, when you have not finished number 2, saying "orders of the day" instructs the chair to bring the discussion back to number 2. If you have agreed to adjourn at 4:00 pm and it is now 4:05 pm and you want to adjourn, call for "orders of the day," and the chair should adjourn the meeting. 3. "Point of order" - always in order, this vehicle is used to state your opinion as to why parliamentary procedure has been violated. Voting on the main motion before a vote was taken on an amendment is not in order. If the chair misses it, you can call for a "point of order" and ask that proper procedure be followed. 4. "Move the previous question" (shorthand version "question" or "call the question" or "previous question") - you must be recognized to call the previous question; you may not interrupt other speakers to invoke it; it requires a second. When those, conditions are met, the group must immediately vote on whether or not to close debate, unless there is a point of order or inquiry to be made; a two-thirds majority of those present is required for passage. This motion is used when the discussion is exhausted and everyone has had their relevant say. When arguments begin to get repeated, it is time to call for the question, that is, to move to a vote on the issue at hand. 5. "Call for Adjournment"- You must be recognized to call for adjournment; your motion must be seconded; it requires a majority vote; it is not debatable. 6. "Call for a recess" - You must be recognized by the chair and seconded. The issue is NOT debatable unless there is no other business before the group. The motion can be amended, however, and amendments must be seconded and are not debatable. The main motion requires a simple majority. 7. "Suspension of the rules" - There are times when the group needs to suspend the rules, such as when a guest speaker arrives, or the group wishes to discuss an issue informally. A motion to suspend requires that the maker be recognized by the chair and receive a second. The issue is neither debatable nor amendable, and requires a two-thirds majority to pass. 8. "I appeal the decision of the chair." - The chair often makes rulings expecting to be supported by the group. However, on occasion, the chair may make a ruling, that is controversial, and therefore, subject to appeal. Obviously, you do NOT have to be recognized to issue your appeal. But it must be seconded and it is debatable. A simple majority is required to overturn the ruling.
More Specific Rules The following rules concern the actual conduct of the meeting and particularly debate or discussion.
1. "I move that. . ." - You must be recognized to make a motion and it must be seconded before debate can begin on it. It can be amended.
2. "I move to accept the report." - You must be recognized to make this motion; it requires a second; it is debatable and amendable. It requires a majority to pass. 3. "I move to accept the agenda." - You must he recognized to make this motion; it requires a second; it is debatable and amendable. It requires a majority to pass.
4. "I move to amend the motion.." - An amendment to a motion requires that you be recognized. It requires a second and is debatable. A majority vote is required to pass the amendment.
5. "I move to amend the amendment. . ." - A secondary level amendment is a far as most group will allow their members to go, as Roberts recommends. You must be recognized. It requires a second and is debatable. A majority vote is required to pass the amendment to an amendment.
6. "I move to amend the agenda." - You must be recognized to make this motion; it requires a second; it is debatable and amendable. It requires a majority to pass.
7. "I request a roll call vote." - You must be recognized to make this motion; it requires a second; it is NOT debatable. It. requires a majority to pass unless other rules are written in to by-laws. "Roll call" is used to record specific members votes on a specific issue. It will show up in the minutes.
8. "I move to table the motion." - This motion comes from laying a bill on the table, which was to put it aside until a later time. To make such a motion, you must be recognized and seconded. It is debatable and amendable (e.g., to a specific time or date) and requires a majority vote.
9. "I move to refer the motion (or report) to the committee on . . ." - Moving to refer is like tabling except that a specific committee is given responsibility for re-examining the item. To make such a motion, you must be recognized and seconded. It is debatable and amendable (e.g., to a specific time or date) and requires a majority vote.
10. "I move to limit debate to the next 20 minutes." "I move to extend debate for another 20 minutes." "I move to end debate on this item at 3:20 pm." - Setting or expanding limits on a debate is often-necessary because the material being covered or the witnesses that are testifying. To male such a motion, you must be recognized and seconded. It is NOT debatable and requires a two-thirds majority.
11. "Call for division of the question." (Also taking up a complex issue ad seriatim.) - Sometimes a motion is complex and can be divided into parts for discussion and separate voting. Ad seriatim refers taking up various parts of a motion (for example, by paragraph) in order until each has been discussed and voted on, and then an overall vote is, required. These motions require that the maker be recognized and that the call is seconded. The motion is NOT debatable, but it can be amended. A majority is required.
12. "Move to reconsider" - On occasion new data or new arguments require than an item be reconsidered. A motion to reconsider an item that has been disposed of requires that the maker be recognized by the chair, and be from the side that prevailed on the issue when it was voted on the last time. The motion requires a second, is not amendable, and requires a simple majority. Motions beyond these are best left to the expertise of a parliamentarian, upon whom the chair or members of the groups can rely.
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Site Updated :
February 9, 2006
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