Parliamentary Procedures - Kauai Community College

STUDENT LEADER’S GUIDE
To Parliamentary Procedures
USING ROBERT’S RULES OF ORDER
Compiled by
John Constantino, MA
Student Life Coordinator
Kaua`i Community College
University of Hawai`i
3-1901 Kaumuali`i Hwy.
Lihu`e, HI 96766-9500
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Table of Contents
Purpose of Parliamentary Procedures 3
Fixed Agenda
5
Main Motion
6
Subsidiary Motions
7
Priviledged Motions
8
Incidental Motions
9
Revisited Motions
Questions Relating to Motions
11
12
Chart for Handling Motions
13
Presenting Your Motion
19
Definition for Parliamentary Terms
16
Duties and Responsibilities of Officers
18
Parliamentary Procedures in Action
22
References
27
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A Parliamentary Guide
Using Robert’s Rules of Order
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Parliamentary Procedures is the method by which a meeting is conducted efficiently so it
can end on time.
This method keeps business meetings in focus. Only one topic may be on the floor at a
time, and no topic may be on the floor unless it has been listed on the agenda, or has been
put on the floor through a motion, which has been seconded.
It guarantees that everyone who has something to say gets an opportunity to speak.
However, time per speakers may be limited, and the person leading the meeting may
decide that a motion has been fully discussed and call for a vote.
It helps the group make decisions without confusion.
Why is Parliamentary Procedure important?


It is the basis of a Constitutional government that allows everyone to be heard and to make
decisions without confusion. As stated by O. Garfield Jones (1971) “A democratic
government is based upon the principle of majority rule. Majority rule requires that the
minority abide by the will of the majority. And the willingness of the minority to abide by the
will of the majority is, in turn, based upon the willingness of the majority to permit the
minority to “have their say” before final action is taken.”
According to Kaua`i Parliamentarian Teofilo Phil Tacbian “Parliamentary procedure has two
primary purposes. First, it makes to determine and execute the will of an assembly.
Second, it saves time by providing an orderly and expeditious manner of transacting
business. It is not necessary for every person to be an expert on the details of procedure,
but a general knowledge of the subject is most desirable. You never know when you may
be called upon to lead the meeting of a committee, a club, or business group. It is
important, therefore, that you be prepared to save time and expedite business by
observance of the rules commonly followed.”
Parliamentary Procedure means:
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Democratic rule
Flexibility
Protection of rights
A fair hearing for everyone
Origins of parliamentary procedures:
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P
arliamentary procedures began its origins in the early Parliaments of England, and was
brought to America with the first European settlers. It has been used over a thousand
years of English and American experience in self-government through deliberative assemblies.
More notably, parliamentary procedures was defined and made easier to understand by Henry
Martyn Robert, an American Engineering Army Officer. He was a distinguished river and
harbor engineer, the principle designer of the Galveston Sea Wall, and known for his active
role in civic and educational contribution.
The over all driving force for Henry M. Robert in creating his “Robert’s Rules of Order” started
when he was asked without warning, to preside over a church meeting. Although he was not
familiar with, nor had he the knowledge to conduct a meeting, he attempted to lead the group
in some form of organized discussion, and soon found himself unable to control or conduct the
meeting efficiently. This embarrassing event left Henry M. Robert determined to never attend
another meeting until he knew something of parliamentary law. In 1876, Henry M. Robert
published his manual on Parliamentary Law, more commonly known as Robert’s Rules of
Order.
He went on to write additional editions of this manual, and is based on the practice of the
United States House of Representatives. It has brought unity to American parliamentary
procedure, and has assisted smaller organizations to conduct meetings in a civilized and
efficient manner.
Parliamentary procedure is not synonymous with the book Robert’s Rules
of Order. It is the most widely used of several major parliamentary
manuals.
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80% of organizations in the U.S. use Robert’s Rules of Order.
15% of groups (particularly physicians and dentists) use Sturgis Standard Code of
Parliamentary Procedure.
5% of groups (particularly unions) use Demeter’s Manual of Parliamentary Law and
Procedure.
Other well-known parliamentary texts include Riddick’s rules of Procedure, Mason’s Manual
of Legislative Procedure (used by legislatures), and Bourinot’s Rules of Order (used in
Canada).
What groups must follow parliamentary procedure?
M
ost organizations, such as business, cultural, religious, social, fraternal, professional,
educational, labor, civic scientific, medical, and governmental, are subject to the
principles and rules of common parliamentary law. All profit and non-profit corporations and
associations and the boards, counsels, commissions, and committees of government, must
observe its rules.
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Groups using parliamentary procedure usually follow a fixed agenda:
A fixed agenda is also called order of business. Here’s a typical example:
I.
CALL TO ORDER
If a quorum is present, the Chair/President (the person conducting the meeting) says,
“This meeting will come to order.”
II.
ROLL CALL
Members say “present” when their names are called. Attendance sheets may be
passed around instead of roll call.
III.
MINUTES
The secretary reads a record of the last meeting. These minutes need to be reviewed,
corrected if necessary, and approved for filing.
IV.
OFFICER’S/COMMITTEE REPORTS
The reports of various officers in the organization or group, such as the Treasurer, and
Committee Chairperson, are usually given to keep everyone up to date on financial or
money matters and how the planning of different programs is coming along.
V.
SPECIAL ORDERS
This is important business previously designated for consideration at this meeting.
VI.
UNIFINISHED BUSINESS
Discussion and decision-making on matters which were not finished at the previous
meeting.
VII.
NEW BUSINESS
New matters for discussion and decision making. It would usually follow the
recommendations from the reports of the Committees. Remember, before discussion
can take place on a specific action, a motion must be made.
VIII
ANNOUNCEMENTS
These inform the people at the meeting of other subjects, events, meetings and
deadlines.
IX.
ADJOURNMENT
The meeting ends by a vote or by general consent (or by the chair’s decision if the time
of adjournment was set by an earlier vote), or after all business is finished.
Remember in order to conduct a meeting legally, the group must have a quorum, the
number of members that must be present for business to conducted legally. Usually
two-thirds of the group must be present at the meeting. The actual number is usually
stated in the group’s constitution and/or by-laws.
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How do members get their say?
Members are asked to make motions. A motion is a proposal that the group takes a stand, or
takes action on an issue. Members have a right to:
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Present motions:
Make a proposal – “I move that . . . “
Second motions:Express support for discussion of another member’s motion - “Second.”
Debate motions: Give opinions on the motion – “I think . . . “
Vote on motions:
Make a decision – “All those in favor . . .”
There are five general types of motions:
I.
MAIN MOTIONS – LOWEST RANK
These introduce subjects for consideration. They cannot be made when another
motion is before the assembly. They yield to privileges, subsidiary and incidental
motions.
Phrased: “Mr./Ms. Chair/President, (wait to be recognized) I move that we . . .”
1. Every item of business should be introduced by a motion.
2. Makers of a motion should:
a. Have motion written on a piece of paper to be given to the chairperson.
Motion should be clear and concise. If the motion occurs to the maker during
the meeting, it should also be clear and concise.
b. Have someone prepared to second the motion. If it is an impromptu motion,
anyone who wants the motion brought to the floor for discussion may second
it. The seconder does not have to favor the motion but wants it discussed.
c. Be prepared to speak first when the motion is opened for discussion.
d. Cannot be made if another question is before the assembly.
e. It yields to all privileged, incidental, and subsidiary question.
Debating Rule – No person can speak more than twice on the same question
(only once to a question of order), no longer than ten minutes at one time, without
leave of the assembly which requires 2/3 vote. No person can speak the second
time to a question until every member choosing to speak has spoken.
II.
SEVEN SUBSIDIARY (AMEND) MOTIONS
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These change or affect how the main motion is handled. They are voted on
before the main motion.
POSTPONE INDEFINITLY – RANK #2
1. Polite way of killing the main motion
a. Advantages:
b. Opens debate on main motion and itself.
i. Allows speakers to speak 4 times on main motion.
ii. Allows opponents to feel out their strength on a motion.
TO AMEND – RANK #3
1. No more than 2 amendments can be pending before the assembly at one time.
2. Applies only to the main motion. Principal and secondary amendments.
3. Amendments must be germane to the pending motion.
a. Amend motion by:
i. Inserting words
ii. Adding words
iii. Striking out words
iv. Striking out and inserting words
v. Substituting words
vi. A motion cannot be amended by restating the entire motion in a
different way than originally stated.
TO COMMIT OR RECOMMIT – RANK #4
Phrased “Mr. Chair/President, I move to refer the subject to a committee.”
1. Object is to have group save time and allow further study.
2. Number of committee and membership may be decided informally. The
Chair/President may appoint number and membership of a committee or it may be
determined by vote without a motion and through nominations. Troublesome
questions should be referred to a committee, which will contain representatives of all
properties.
TO POSTPONE DEFINITELY – RANK #5
Phrased: “Mr. Chair/President, I move to postpone the subject until the next
business session.”
1. Business postponed is taken up at next meeting or at a later time in the meeting.
2. Business cannot be postponed to no later than the next meeting.
3. Requires 2/3 vote for business that has been postpones to be taken up prior to the
postponed time.
4. Debate is limited in that it must not go into the merits of the subject matter any
further than is necessary to enable the assembly to judge the propriety of the
postponement.
TO MODIFY DEBATE – RANK #6
1. Object is to extend or limit debate from the standard of 2 times of ten minutes.
2. Requires 2/3 vote.
PREVIOUS QUESTION – RANK #7
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Phrased: “Mr. Chair/President, I move to the previous question.” or “Mr.
Chair/President, I move the previous question on all pending questions.”
1. Terminates further discussion and amendments. Its effect (excepting when to
Amend or to Commit is pending) is to instantly close debate and bring the assembly
to vote upon the pending question.
2. Its effect when either motion to amend or Commit is pending is to cut off debate and
to force a vote, not only upon the motions committed. The Chairperson/President
puts to vote all these questions in their order of precedence, beginning with the last
one moved.
TO TABLE – RANK #8
Phrased: “Mr. Chair/President, I move the motion to be tabled.” Or “Mr.
Chair/President, I move we take from the table the motion . . .”
1. Lay a question aside temporarily until other urgent matters are considered.
2. Modern trend – Used to kill a motion if not taken from the table by majority vote
during meeting or next meeting.
3. It is the responsibility of the members who are for the motion to bring the motion
from the table.
III.
FIVE PRIVILEGED MOTIONS
Privileged motions are most urgent. These concern special or important matters
not related to pending business. In general, they are considered before other
types of motions.
CALL FOR THE ORDER OF THE DAY - RANK #9
Phrased “Mr. Chair/President, I call for the orders for the day.”
1. Brings meeting back to order (proper agenda)
QUESTION OF PRIVILEGE – RANK #10
Phrased: “Mr. Chair/President, I rise to a question of privilege. Will the guest
please speak louder.”
1. Questions relating to the rights and privileges of the assembly, or any of its
members. Made to improve meeting.
2. A question of privilege may be referred to a committee to be resolved or have any
other subsidiary motion applied to it.
TO TAKE A RECESS – RANK #11
Phrased: “Mr. Chair/President, I ask for a ten minute break to review the
complaint submitted by a member of the student body.”
1. To take a break, especially on heated debate.
TO ADJOURN – RANK #12
Phrased: “Mr. Chair/President, I move the meeting be adjourned”
1. Cannot be made when another member has the floor or when the assembly is
voting. It can be made after the vote is taken but before the results are announced.
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2. Effect on unfinished business – Unfinished business remaining after the meeting is
adjourned is taken up the next meeting as unfinished business if the constituents of
the assembly is basically the same. If the constituents are changed, then
adjournment terminates all unfinished business.
TO FIX THE TIME TO WHICH TO ADJOURN – RANK #13
Phrased: “Mr. Chair/President, I move that when this assembly adjourns, it
adjourns to meet at such a time.”
1. Is debatable if made when no other question is before the assembly.
IV.
ELEVEN INCIDENTAL MOTIONS
These are questions of procedure that arise out of other motion.
APPEAL
Phrased: “Mr. Chair/President, I appeal from the decision of the chair.”
1. Any member dissatisfied with any decision of the Chairperson/President, may
appeal the decision to the assembly.
2. Appeal must be made immediately after the Chair/President has announced his/her
decision otherwise it is out of order.
3. The maker of the motion may interrupt any member who has the floor.
4. Recognition by the chair is not required.
5. Second is required; not amendable; debatable when applied to a debatable motion;
majority vote required; reconsiderable; not renewable and applies to motion i.e. to
table; reconsider and close debate.
6. The closing of debate or tabling the appeal does not affect the main motion that is
pending.
7. Every member has only one turn to speak on an appeal except the chair who has
two turns – state his/her discussion and after discussion has a rebuttal.
SUSPEND THE RULES
Phrased: “Mr. Chair/President, I move to suspend the rules which interfere with
(specify the items interfered with by present rules)."
1. Takes precedence of the main motion and all subsidiary motions, but yields to all
privileged motions.
2. Requires 2/3 vote.
3. Rules can be suspended only when they make provisions for such suspension.
4. Cannot interrupt another who has the floor; must be recognized by the chair, second
is required; not debatable or amendable.
POINTS OF ORDER AND CALL TO ORDER
Phrased: “Mr. Chair/President, I rise to a point of order (or point of information or
point of parliamentary inquiry).”
1. When member believes the Chairperson/President has made a mistake or a wrong
decision or improper procedure, he/she rises to a point of order or parliamentary
inquiry or information.
2. Must be raised immediately after the error has been made.
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3. All requests for information are addressed to the chair/president even though aimed
at another member.
4. Applies to all motions.
5. May interrupt a member who has the floor.
6. Recognition by the chair is not required.
7. Not renewable; not debatable; not amendable; no second required; vote not required
unless appealed; not reconsiderable.
OBJECTIONS TO CONSIDERATION OF A QUESTION
Phrased: “Mr. Chair/President, I object to the consideration of this motion. (Never
put a motion in negative form).”
1. Prevents discussion on a motion.
2. It applies to main motion and question of privileges.
3. May interrupt a member who has the floor.
4. Recognition from chair is not required.
5. No second, debates, amendments, or renewal.
6. Requires 2/3 vote (negative).
7. If motion is defeated discussion must be permitted before it is disposed of (to lay on
the table).
TO RENEW THE MOTION
1. Any privilege or incidental motion except objection to consideration and suspension
of rules may be renewed.
2. A main motion cannot be renewed except by motion to reconsider or take from the
table.
CALL FOR DIVISION
1. When the outcome of the voting is in doubt, call for a division.
2. Without rising, the member may simply call out division.
3. No second; not amendable or debatable; majority vote; not reconsiderable.
TO READ A PAPER
1. Where papers are laid before the assembly, every member has a right to read them
once before they can be compelled to vote on them.
2. Second is required; not amendable or debatable; majority vote; reconsiderable.
TO WITHDRAW A MOTION
Phrased by mover: “Mr. Chair/President, I desire to withdraw my motion.”
Phrased by another member: “Mr. Chairman, I move that Mr. X be allowed to
withdraw his motion.”
1. A main motion may be withdrawn (by the mover) at any time before final action is
reached, provided no one objects.
2. If objection is made, leave to withdraw may be granted by a motion so moved by
another member.
3. It applies to any member.
4. May not interrupt a member who has the floor.
5. Mover must be recognized.
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6. Majority vote required; may be renewed after progress and may be reconsidered.
TO DIVIDE THE QUESTION
1. If motion has several parts, the motion is divided into parts. Act on the question part
by part.
2. No second required; not debatable; amendable; requires majority vote; not
reconsiderable.
TO CLOSE NOMINATIONS
1. Motion to close nominations is not in order until the following are met:
a. There are two or more nominees for the office.
b. A second is required.
c. Ample time is given for nominations from the floor. Chair/President is
responsible for protecting the rights of the minority.
2. Requires 2/3 vote.
TO CONSIDER SERIATIM
1. Motion to consider main motion paragraph by paragraph.
2. Second is required; not debatable; not amendable; not reconsiderable.
3. Majority vote is required.
V.
MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE
ASSEMBLY
These enable certain items to be reconsidered. In general, they are brought up
when no business is pending.
TO TAKE FROM THE TABLE
Phrased: “Mr. Chair/President, I move we take from the table the motion to (state
the motion that was tabled).”
1. Precedence is the same as any main motion.
2. May be moved the same day that the motion was tabled.
3. Cannot be moved when any other motion is before the assembly.
4. May interrupt a member who has the floor.
5. Must be recognized by the chair/president.
6. Second is required; not amendable; not reconsiderable; not debatable; majority vote
is required; may be renewed after progress. However, main motion is amendable
and debatable.
MOTION TO RECONSIDER
1. It takes precedence of the motion to which it applies.
2. This motion may be made at the same meeting or on the next legislative day.
3. For a negative vote on a subsidiary, incidental, or privileged motion, it must be
reconsidered immediately. The above mentioned motions can be renewed after the
discussion has progressed.
4. This motion must be moved by the prevailing side only.
5. No motion may be reconsidered twice.
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6. Reconsiders all motions except to adjourn, suspension of rules, and to lay on the
table.
7. May interrupt a member who has the floor.
8. Recognition is not required.
9. Second is required; not debatable; not amendable; not reconsiderble; majority vote
is required.
CLINCHING THE MOTION BY RECONSIDERATION:
1. Immediately after the majority passes or defeats a motion, the reconsideration is
called and defeated. This prevents members from changing their minds later.
Questions relating to motions:
Is it in order?
 Your motion must relate to the business at hand and be presented at the right time. It must
not be obstructive, frivolous or against the by-laws.
May I interrupt the speaker?
 Some motions are so important that the speaker may be interrupted to make them. The
original speaker regains the floor after the interruption has been attended to.
Do I need a second?
 Usually, yes. A second indicates that another member would like to consider your motion.
It prevents spending time on a question that interests only one person.
Is it debatable?
 Parliamentary procedure guards the right to free and full debate on most motions.
However, some subsidiary, privileged and incidental motions are not debatable.
Can it be amended?
 Some motions can be changed by striking out or inserting wording, or both. Amendments
must relate to the subject as presented in the main motion.
What vote is needed?
 Most require only a majority vote (more than half the members present and voting). But,
motions concerning the rights of the assembly or its members need a two-thirds be
adopted.
Can it be reconsidered?
 Some motions can be debated again and re-voted to give members a chance to change
their minds. The motion to reconsider must come from the winning side.
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CHART FOR HANDLING MOTIONS
Types of
Motion
Interrupt
Speaker
Second
Require
d
Debatabl
e
Amendabl
e
Vote
Required
Remarks
Example
Main Motion
NO
YES
YES
YES
MAJORITY
Introduces business or
states a proposal for
group action.
“I move that the club
sponsor a dance,
Friday, November 7.”
To take from
the table
NO
YES
NO
NO
MAJORITY
The purpose is to bring
up for debate motions
that were tabled earlier.
“I move the motion, that
was tabled in the last
meeting to be further
discussed.”
To
reconsider
NO
YES
YES
NO
MAJORITY
Motion to reconsider may
be made only by a person
who voted on the prevailing
side. Must be made during
meeting or at next meeting.
“I voted with the
prevailing side of the
motion to sponsor a car
wash, and move to
reconsider the action
taken.” Or…”I move to
have the motion
reconsidered at the next
meeting.”
To rescind
or repeal
NO
YES
YES
YES
2/3 OR
MAJORITY
The purpose of is to rescind
or repeal previous action.
May be done with majority
vote if prior notice given.
“I move that we rescind
the motion of
purchasing activity
banners, which was
passed at the meeting
of Oct. 7th.”
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SUBSIDIARY
MOTIONS
Interrupt
Speaker
Second
Require
d
Debatabl
e
Amendabl
e
Vote
Required
Remarks
Example
Postpone
indefinitely
NO
YES
YES
NO
MAJORITY
Used to test the strength
of the main motion. If the
motion carries, the main
motion is lost.
“I move the matter be
postponed indefinitely.”
Amend
motion or
substitute
motion
NO
YES
YES
YES
MAJORITY
Ways to amend: insert,
add to, strike out, or
strike out and insert.
Substitute motion
replaces main motion if
passed.
“I move to amend the
motion by striking out
the words Friday,
November 7 and
inserting the words
Saturday, November
22. Or: “I move the
substitution motion
namely, that the dance
be on the 22 of Nov.”
Amend
amendment
NO
YES
YES
NO
MAJORITY
Pertains only to the part
that has been included in
amendment.
“I move to amend the
amendment by striking
out the words Saturday,
November 22 and
inserting the words
October25.”
Refer to
committee
NO
YES
YES
YES
MAJORITY
May be assigned to a
standing committee or to
a committee to be
appointed or elected with
instructions to
investigate, recommend,
“I move that we refer
this matter to the social
committee.”
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or take action.
Postpone to
a definite
time
NO
YES
YES
YES
MAJORITY
Previous
question
leads to
close of
debate
NO
YES
NO
NO
TWOTHIRDS
Applies to main motions
only, except when others
are specified. Purpose is
to limit or stop debate.
“I move the previous
questions (the main
motion).”
Table
NO
YES
NO
NO
MAJORITY
Purpose is to postpone
for more pressing
business until later in the
meeting or until next
meeting.
“I move to table the
motion until a
committee can give us
details of the event at
the board meeting.”
Interrupt
s
Speaker
Second
Require
d
Debatabl
e
Amendabl
e
Vote
Required
Remarks
YES
NO
NO
NO
No vote
PRIVILEDGE
D
MOTIONS
Orders of
the day, or
refer to the
Agenda
Purpose is to delay action “I move to postpone
to some specific time.
action on this matter
until our next meeting
on Friday, Oct. 26.”
Example
A demand that meeting “I call for orders of the
conform to agenda
day.” Or: “I move that
we consider the topics
on the agenda.”
No Vote
Questions of
privilege
YES
NO
NO
NO
Purpose is to bring up an
urgent matter or rights of
members, such as noise
or disturbance during the
meeting.
“I rise to a question of
privilege. No side
discussions, please.”
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Recess
NO
YES
YES
YES
MAJORITY
Intermission for meals,
counting ballots, and the
like.
“I move we have a tenminute recess to count
the ballots.”
Adjourn
NO
YES
NO
NO
MAJORITY
Purpose is to terminate
the meeting.
“I move that we
adjourn.”
Set time for
next meeting
NO
YES
NO
YES
MAJORITY
When a meeting is
needed but not yet
scheduled.
“I move to set the time
for our next meeting for
7 pm tomorrow to
continue the present
discussion.”
INCIDENTAL
MOTIONS
Interrupt
s
Speaker
Second
Require
d
Debatabl
e
Amendabl
e
Vote
Required
To rise to a
point of
order
YES
NO
NO
NO
NO VOTE
This means that the
person feels that there
has been a breach of
parliamentary rules or
decorum.
“I rise to a point of
order. (State point.) I
believe that this
discussion was never
moved and seconded.”
To appeal
from the
decision of
the chair
YES
YES
YES
NO
MAJORITY
Must be made
immediately. Used when
it is though that the chair
has made an incorrect
decision.
“I appeal from the
decision of the chair.
(State appeal). We do
have the necessary
funding to send another
delegate to the statewide conference.”
Remarks
Example
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To suspend
a rule
NO
YES
NO
NO
TWOTHIRDS
An agreement to
temporarily change the
order of business. If
there is no objection, the
president may call for a
vote.
“I move to suspend the
rules in order to allow
the speaker his full
thirty minutes.”
Object to
consideratio
n of motion
YES
NO
NO
NO
TWOTHIRDS
Applies to main motion
only, and must be made
before any debate.
“I object to
consideration of this
motion, as no research
has been done on the
proposed event.”
Division of
assembly
YES
NO
NO
NO
NO VOTE
Verifies by hand,
standing, or roll call vote
the decision of the
president.
“I call for a division of
the house. I ask for a
role call vote.”
Parliamentar
y Inquiry
information
YES
NO
NO
NO
NO VOTE
An inquiry or request is
addressed to the
president, but if
permission is granted,
may be addressed to
other members of the
group.
“I rise to a
parliamentary inquiry.”
Or, “I rise for more
information on the main
motion”. Or, “May I
have the President’s
permission to ask a
question?”
Withdraw
motion
NO
NO
NO
NO
NO VOTE
Member who was making
motion withdraws motion
before discussion or, with
general consent, before
the vote.
“I request permission to
withdraw my motion,
namely, (state the
motion).”
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To close
nominations
NO
YES
NO
YES
TWOTHIRDS
The president may close
nominations without a
vote after giving the
group the opportunity to
make more nominations.
I move the nominations
cease.
“I move that we close all
nominations for the
executive board.”
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Things to consider:
1.
2.
3.
4.
5.
6.
7.
8.
Affirmative votes may not be reconsidered.
Unless vote on question has begun.
Unless the committee has already taken up the subject.
Unless the motion to be amended is not debatable.
Unless the chair submits to the assembly for decision.
A two-thirds vote in negative is needed to prevent consideration of main motion.
Only the main question has not been debated yet.
Unless the motion to be reconsidered is not debatable.
How do I present my motion?
Here’s what happens when you want a motion considered:
1.
You obtain the floor.
 Wait until the last speaker is finished.
 Rise and address the chair. Say, “Mr. Chairperson or Mr. President.”
 Give your name. The chair will recognize you by repeating it.
2.
You make your motion.
 Speak clearly and concisely.
 State your motion affirmatively. Say “I move that we do . . . “ instead of “I move
that we do not . . . “
 Stay on the subject and avoid personal attacks.
3.
Wait for a second.
 Another member will say, “I second the motion”
 Or, the chair will call for a second.
 If there is no second, your motion will not be considered.
Motions made at the direction of a board of committee (of more than one person) do not
require a second.
4.
The Chair/President states your motion.
 The chair must say, “It is moved and seconded that we . . . “
 After this happens, debate or voting occurs.
 Your motion is now the property of the group, and the motion cannot be changed
without consent of the members.
5.
You expand on your motion.
 As the person who made the motion you are allowed to speak first.
 Direct all comments to the chair.
 Keep to the time limit for speaking.
 You may speak again after all other speakers are finished.
 You may speak a third time by a motion to suspend the rules with a 2/3 vote.
6.
The Chair/President puts the question.
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


The chair asks, “Are you ready for the question?”
If there are no more discussions, or if a motion to stop debate is adopted, a vote is
taken.
The chair announces the results.
The methods of voting on a motion:
Depends on the situation and the bylaws of your organization. You may vote by:
1. Voice
The chair asks those in favor to say “aye” and those opposed to say “no” (for majority votes
only). A member may move for an exact count.
2. Show of hands
Members raise their hands to verify a voice vote, or as an alternative to it. This does not
require a count. A member may move for an exact count.
3. Roll call
If a record of each person’s vote is needed, each member answers “yes,” “no” or “present”
(indicating the choice not to vote) as his or her name is called.
4. Ballot
Members write their vote on a slip of paper. This is done when secrecy is desired.
5. General consent
When a motion isn’t likely to be opposed, the chair says, “If there is no objection . . .“ Members
show agreement by their silence. If someone says, “I object,” the matter must be put to a vote.
More about voting:
1. Pending motions
A question (motion) is pending when it has been stated by the chair but not yet voted on. The
last motion stated by the chair is the first pending. The main motion is always the last voted
on.
2. A motion to lay on the table
This motion is used to lay something aside temporarily to take care of a more urgent matter. It
should not be used to prevent discussion or to kill a question.
3. Members can “take from the table” a motion for reconsideration.
This must happen by the end of the current or next session (depending on how soon the next
session is scheduled).
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4. A motion to postpone indefinitely
This is parliamentary strategy. It allows members to dispose of a motion without making a
decision for or against. This is useful in case of a badly chosen main motion for which either a
“yes” or “no” vote would have undesirable consequences.
Definitions of Parliamentary Terms
Accept, Adopt, Approve, applied to reports and motions agreed upon – not to be confused
with “received.”
Adjourn, to bring the meeting to a close.
Agenda, the order of business to be brought up at a meeting.
Amend, to change or modify a motion by striking out, or by adding or by substituting.
Assembly, a group, society, club, sometimes called the “house.”
Business, motion, resolution, subject, the proceeding; the agenda.
Bylaws, code of rules or regulations accepted by a society for its own guidance.
Chair, the presiding officer at a meeting.
Clerk, same as secretary.
Commit, to refer to a committee.
Constitution, same as bylaws; sometimes combed, or in two parts. The constitution contains
the more basic essentials; the other, procedures.
Debate, to discuss the pros and cons of a motion.
Division of Assembly or the House, calling for a recount of the vote.
Division of a Question, separating a motion and voting on each part separately.
Executive Secretary, a salaried executive, as a general manager under the board and
executive committee.
Ex-officio, by virtue of official position, usually of boards and committees.
Fiscal Year, the financial year of an organization.
Floor, Obtain the, when a member is recognized by the Chair, he has the “floor.”
Floor, On the, a motion is on the floor when it is being considered by the assembly.
General Consent, unanimous, silent, used in routine matters, if there is time, general
discussions, constructive criticism, informal suggestions.
House, same as assembly, meeting etc.
Main Motion, the motion that introduces the business or proposal to the assembly for action.
Majority, more than half the votes cast.
Minutes, the official record of proceedings at a meeting.
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Motion, Main or Principal, See Main Motion.
Order of Business, same as agenda – the schedule of business to be considered.
Orders of the Day, program or order of business adopted that should be followed.
Parliamentarian, one skilled in parliamentary procedure; advises the presiding officer
concerning questions of parliamentary procedure.
Parliamentary Law, accepted rules for deliberative bodies, mostly derived from the usage of
the English Parliament and later from the United States Congress.
Pending and immediately Pending, the question before the assembly for discussion and
action.
Plurality, term used in an election when one candidate has the largest number of votes.
Point of Order, a question concerning a breach of parliamentary rules.
Postpone Indefinitely, a motion to suppress, eliminate, or “kill” the main motion.
Preamble, an introduction or preface to a resolution.
Precedence, priority in rank.
Prevailing Side, the side having secured the most votes.
Previous Question, a call to close debate and take the vote.
Privilege, Questions of, must not be confused. It refers to rights and privileges of the
assembly or any of its members.
Pro Tem, for the time being, temporary.
Putting the Question, placing the motion before the assembly for a vote.
Question, same as motion, when stated by the Chair for a vote.
Quorum, a specific number of members required, according to the bylaws, to hold a legal
meeting.
Recess, a motion used to halt the proceedings temporarily.
Refer, see Commit.
Seriatim Consideration, consideration of a motion, line by line and paragraph by paragraph.
Sine Die, without a day, indefinitely, final adjournment.
Table a Motion, to put aside the pending question temporarily.
Table, Take from, a motion used to restore a question for consideration again.
Ticket, a slate of candidates for office.
Two-thirds vote, two-thirds of the votes cast; it should be a rising vote.
Viva Voce, by the voice; usually is the method of voting.
Voting, those actually casting a vote.
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Yield, concede to, outranked by, give way to.
Duties and Responsibilities of Officers
1.
CHAIRPERSON OR PRESIDENT
 The presiding officer
 General duties (not all inclusive)
- open session and announce business and its order
- actioning of business
- managing voting, announce results of vote
- maintain order, following agenda, rules of organization
- prepare agenda, supporting materials
- to facilitate, moderate debate
- answer/decide on questions of order
- authenticate by signature (when needed) all official acts of the group, to include
financial
- represent and speak for the group to others
- appoint committees/chairs
- provide general guidance/goals/mission to group
- seek input and support from group/advisor/others
- accept responsibility for group’s actions, provide leadership to fix problems
- serve as model for other members
- vote when necessary
- remain as neutral on many issues as possible, definitely a judgement call

Voting
- If needed or so desired, the chair may vote to break a tie, or when he/she feels
strongly about an issue. Preferably the vote is by ballot in order not to bias the
assembly.
- The chair may leave her/his position in order to speak on an issue, temporarily
appoint a vice-chair, or the vice-president will take over until the issue is
resolved.
- If the chair has even the appearance of being a partisan, she/he loses much of
her/his ability to control those who are on the opposite side of the issue.

Know your Constitution/By-Laws/Charter/Rules of Order
- have a copy handy for reference

Know the business before the group
- ensure people report agenda items early
- know about committee reports before they happen

Be comfortable and confident
- relax and have fun
- do not get lost in procedure, the content is usually more important than the
process
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2.
VICE CHAIR OR PRESIDENT
 Assumes duties of President/Chair in his/her absence
 Serves additional duties as the chair deems necessary
- chair may delegate some duties to the vice-chair
- may have extra responsibilities like recruiting, fund-raising, etc.
3.
SECRETARY (CLERK)
 Recording
- takes and reports minutes
- recording of minutes follows agenda
- may include list of members present, absents, and guests
- may serve as historian if this position is not separate

Corresponding
- maintains communications with the organizations, members, outside individuals
or groups

Depending on amount of work, these positions are usually combined
4.
TREASURER
 Dues/funds custodian
- collects dues
- manages funding accounts, i.e. school funds and private accounts
- tracks expenditures and revenues
- reports status to group
- helps plans budgets and costs for activities
- prepares financial statement for auditors (signed by president)
5.
SPECIALTY POSITIONS AND COMMITTEES
 Historian
- Tracks and collects information on the origin, life and activities of the
organization
- Maintains alumni records
- Maintains scrapbooks, photo album
- Helps provide information for publicity, alumni, current members

Social & Recreation
- Plans social activities
- Coordinates with other agencies, organizations, people
- Locates places, prices, and materials, works with treasures and president on
budget

Professional Development
- Brings speakers to group
- Plans activities or trips related to nature and purpose of organization
- Locates places, prices, and materials, works with treasurer and president on
budget

Ad Hoc
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
Committees or positions created to carry out special projects
Created for a limited time frame
May become a permanent position or committee
Ex-Officio
- Special membership status for an individual
- Non-voting position, but has all other rights of membership
- May create membership standards, those who fall outside of them may be exofficios
Parliamentary Procedures - A Mock Campus Life Board Meeting
I.
CALL TO ORDER
Page | 25
PRESIDENT:
order.”
II.
“The third meeting of the Campus Life Board will come to
ROLL CALL
PRESIDENT:
“The secretary will now call roll.” (In a small group, usually less
than 20, the roll need not necessarily be called).
SECRETARY:
III.
“Quorum is present Mr./Ms. President.”
MINUTES
PRESIDENT:
“Are there any corrections to the minutes of the September 16,
2013 Board meeting?” (Pause . . . STUDENT A’s hand is raised and is
recognized by the President.)
STUDENT A?
STUDENT A:“I was present at the September 16th meeting.” (Secretary should be
recording corrections to be reflected in the next minutes.)
(STUDENT B’s hand is raised and is recognized by the President.)
PRESIDENT:
“STUDENT B?”
STUDENT B:“Page three under unfinished business, this may be a typographical
error but in any event, the vote on the main motion was 9-11, not 9-1.
The motion was correctly reported as having been defeated.”
PRESIDENT:
“Are there any other correction to the minutes? If there are no
further corrections, the minutes will stand approved as corrected.”
IV.
EXECUTIVE REPORTS
PRESIDENT:
“I would like to report that the Hawai`i State Leadership
Conference will be held on Maui from February 14 through 16. Vice
President do you have a report?”
VICE-PRES: “Club registration forms are due at the end of the month. All club
liaisons are reminded to inform campus groups that in order to
receive ASUH-KCC funding; they must complete all required
registration forms.”
PRESIDENT:
“Thank you Vice President, any report from the Recording
Secretary?”
SECRETARY:
“Board members are reminded to turn in their class schedules
to the office by the end of this week.”
Page | 26
I.
COMMITTEE REPORTS
PRESIDENT:
“Treasurer, what is our balance to date?”
TREASURER:
“Well, to date we have a balance of $5,000 with $3,000
allocated for the 2014-2015 fiscal year.”
PRESIDENT:
“Thank you Treasurer. Are there any reports from the
committee chairs?”
STUDENT D:
Committee.”
“I would like to report on the status of the KCC Self-Study
PRESIDENT:
“The KCC Self-Study Steering Committee (SENATOR D) will
now give a report.”
STUDENT D:
“At present, the college is working on a self-assessment for
the purpose of maintaining our accreditation status. I have
completed my initial tasks on the committee. The committee will be
meeting next on October 6 at 1:00 pm.”
NOTE: Committee reports should not end with a motion or recommendation. Motions
and recommendations resulting from reports would be brought under New Business.
PRESIDENT:
“Thank you, are there any questions concerning the report?
(Pause) If there are no further questions, the report will be filed for
the record.”
VI.
UNFINISHED BUSINESS
(The Secretary usually answers the question. Proposed motions and tabled motions
are classified as Unfinished.)
VII.
NEW BUSINESS
STUDENT F: “I would like to make a motion that the Social Committee sponsors a
series of noon-time concerts for the student body. The average cost
of hiring a local band to play for one hour averages between $100 to
$250 depending on the group. I propose that we provide music on
the last Friday of each month throughout the academic year.”
STUDENT E:“I second the motion.”
PRESIDENT:
“It has been moved and seconded to approve the proposal to
provide music on the last Friday of each month. Is there any
discussion?”
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STUDENT F: (The maker of the motion has the first preference to speak on the motion.)
“Such a program will help to bring students together and develop a
good feeling on campus.” (STUDENT C raises hand to be recognized.)
PRESIDENT:
“STUDENT C?”
STUDENT C:
“Have you worked on a budget for these events, and are you
planning to offer refreshments?”
PRESIDENT:
“STUDENT F?”
STUDENT F: “This idea was just presented to me by a student. I haven’t really
had the time to work on all of the details.” (STUDENT A raises hand to
be recognized.)
PRESIDENT:
“STUDENT A?”
STUDENT A:“There are still many questions to be answered. I move to table the
motion until the next board meeting.”
STUDENT E:“I second the motion.”
PRESIDENT:
“It has been moved and seconded to table the motion until the
next Campus Life Board meeting. Any discussion?” (Pause)
PRESIDENT:
“If there is no more discussion, all those in favor of tabling this
discussion until the next meeting, please raise your right hand.”
ALL MEMBERS VOTE:
PRESIDENT:
Unanimous.
“Any more new business?” (Silence)
VIII. ANNOUNCEMENTS:
PRESIDENT:
“Are there any announcements? (Pause) If there are no
announcements, may I entertain a motion to adjourn?”
STUDENT E:“I would like to make a motion to adjourn the meeting until next week
Friday from 12 pm to 1:15 pm at the KCC Student Life Center.”
STUDENT B:“I second the motion.”
PRESIDENT:
“It has been moved and seconded that the meeting be
adjourned. All those in favor, please say aye.”
STUDENT A “Aye.”
STUDENT B “Aye.”
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STUDENT C “Aye.”
STUDENT D “Aye.”
STUDENT E “Aye.”
PRESIDENT:
“Any opposed, please say nay.”
SENATOR F:
“Nay.”
PRESIDENT:
“Any abstentions?”
PRESIDENT:
“The meeting is adjourned until next week Wednesday from 12
pm to 1:15 pm at the KCC Student Life Center.”
Cited References

Bach, J., Thomas, (1990). Robert’s Rules of Order Newly Revised, Ninth Edition. Website.
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
Channing L. Bete Co., Inc., (1998). Parliamentary Procedure – A matter of order

Channing L. Bete Co., Inc., (1997). Parliamentary Procedure – A matter of order

Jones, O., Garfield, (1971). Parliamentary at a Glance. Penguin Books.

Slaughter, Jim, (1999). Parliamentarian and Parliamentary Procedure Consultant. Website.

Romero, J.J., Sally, (Fall 1998). MCC Officer Training. WSC Multicultural Center.

Tacbian, Teofilo Phil, (1999) Parliamentary Procedure Workshop.
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