Introduction to Parliamentary Procedure Reference Roberts Rules of

Introduction to Parliamentary Procedure Reference: Robert’s Rules of Order, Newly Revised (RONR), 11 th ed. Presentation prepared by Rick Weaver, RRT-NPS, RPFT, Registered Parliamentarian

Introduction to Parliamentary Procedure v Purpose: v Review v v Parliamentary principles Motions The basics of parliamentary procedure Executive session v Allow Delegates to participate in House of Delegates (HOD) processes correctly and effectively

Principles of Parliamentary Law v Parliamentary Principles of a Deliberative Assembly v v v The majority rules The rights of a minority must be protected The minority has a right to be heard Customs of formality are observed Rules of debate are followed v General rules v v v Address all comments to the Speaker Refer to others in the 3 rd person (ex. , “the Delegate from Colorado”) Debate the issue, not the person or personality Be respectful of the assembly’s time Do NOT conduct personal business during the meeting: put away your cell phones, use laptops only for the official business of the House v Do not carry on side conversations

Principles of Parliamentary Law in a Deliberative Assembly v Majority vote is determined by number of votes cast-one greater than tie or fractional vote v In case of a tie vote, the motion is lost v A 2/3 vote or greater is required when the assembly: v v Suspends or modifies a rule of order previously adopted Prevents introduction of a question for consideration Closes, limits, or extends the limits of debate Closes nominations or the polls

Motions and Classes of Motions v Main Motion v A motion is the way in which business is brought before the assembly and is a proposal that the assembly take action v An original main motion introduces a substantive question as a NEW subject v “I move. . . “; “Resolved, that” (Used for resolutions, lengthy motions, committee reports) v Incorrect: “I motion that”; “I’d like to move that” v Motions should be concise, well thought out v Needs a second v Motions should be submitted in writing to the Secretary v An incidental main motion is a main motion that is incidental to or relates to the business of the assembly, or it’s past or future action v Proposed only when no business is pending v Does NOT introduce a new substantive matter v May relate to procedure, without reference to an item of business v Example: “I move that we take a recess in 20 minutes. ” v Resolution-a form of original main motion; online form or committee reports v Considered to have a second if from a committee v Move directly into debate

Motions and Classes of Motions v Secondary Motions v Subsidiary motions-assist the assembly in treating or disposing of a main motion v Have rank-All rank above main motion v Rank is known as precedence; ladder of precedence shows relative rank v Generally, a motion higher on the ladder may be moved or applied to lower ranking motions, v Those lower on the list may not be moved while a motion with higher precedence is pending v Exception: amend v Privileged motions-relate to urgent matters which, without debate, may interrupt consideration of anything else v Made while business is pending v Also have precedence v Do NOT relate to business at hand

Motions and Classes of Motions v Incidental motions-relate to the business at hand v Deal with questions of procedure arising out of v Another pending question v Another motion or item of business that it is desired to introduce, that has been made but not stated by Speaker, or that has just been pending v Ex. , “Madame Speaker, I move that the Delegate from Minnesota be allowed to read the letter from the student who attended the last meeting. ” v Many are similar to subsidiary or privileged motions v Do NOT have precedence

Steps in handling a Motion v Motion is made v I move. . . v Resolved, that. . . v On behalf of the Policy and Procedure Committee, I move the adoption of all changes to the Policy and Procedure Manual. v If the Speaker says he/she will entertain a motion to. . . , it is IMPROPER to say, “So moved. ” Rise and after recognition, go to the microphone and make the motion v Motion is seconded, if necessary v Member “Second!” v May be seconded from your seat without recognition v Speaker states question v Question is a parliamentary term that means “the business before the assembly” v Used interchangeably with the word motion v Speaker: “It is moved and seconded that. . . ” “The question is on. . . ” or “The question is whether the House should. . . ”. , then v “Are you ready for the question? ” v THE QUESTION IS NOW IN THE HANDS OF THE ASSEMBLY, NOT THE MOVER OF THE MOTION-no “friendly amendment” is in order except by unanimous consent

Steps in handling a Motion (cont’d) v Debate v Member who made motion entitled to speak first v May speak twice for 5 minutes each time unless motion adopted to extend/limit debate adopted OR assembly grants permission to speak again v Do not move the Previous Question unless debate is becoming redundant v Speaker puts the question v Puts means states the immediately pending question as it will be voted on v Speaker” “The question is on. . . Are you ready for the question? If the motion is adopted, . . . (this will happen). ” v Exact wording is necessary v Vote v Speaker: “All those in favor, say “Aye. ” All those opposed, say “No. ” v Method of voting incluce: v Viva voce (voice) v Rising-placard vote used instead of having members rise v A single member may demand. Undebatable, no second necessary. v Counted rising-Speaker initiates or motion for such needs to be adopted v Roll call- “poll” vote-weighted vote-one vote for each Active member in Affiliate

Steps in handling a Motion (cont’d) v Result of vote announced v Which side “has it” v The action that will be taken v Speaker: “The ayes have it and the resolution will be forwarded to the BOD for action. The next item of business is. . . ” or “The Noes have it and the motion is lost. The next (question or item of business) is. . . ” v If result of voice vote is uncertain, Delegate or Speaker may call for a rising vote

Subsidiary motions -lowest to highest precedence #=2/3 vote for adoption U=undebatable v Postpone indefinitely-prevents discussion until next session v Amend-change the meaning (may require 2/3 or more) v Strike-strike words, sentence, or paragraph v Add-add words to end of sentence or paragraph v Strike and insert-remove some words or sentences or paragraphs and insert others. v Refer or commit-sends to and/or creates a committee to examine the issue and return recommendations v Postpone definitely-postpones to a certain time or until after something has happened v Limit or extend limits of debate#, U-restricts or extends number of times or for how long a member may speak or sets time for end of debate v Previous Question#, U-calls for an immediate vote on the immediately pending question or series of questions v Lay on the table#, U-temporarily set aside to consider something urgent (Incorrect term: “to table”)

Privileged motions (business pending)-lowest to highest All are undebatable; except call, all require majority vote v Call for the orders of the day-requires the assembly to follow the agenda v One member may call for the orders of the day, however v Requires agenda to be formally adopted, which the HOD doesn’t do v “I call for the orders of the day”-may interrupt speaker v Raise a question of privilege-permits a request or main motion that relates to rights and privileges of the assembly-urgent v Delegate rises, “Mister/Madame Speaker, I rise to a question of privilege” v Speaker: “State your question of privilege. ” Member does so, Speaker rules v Recess-moves immediate short intermission v Amendable only as to length of recess-amendment undebatable v Adjourn-moves immediate adjournment v Fix the time to which to adjourn-sets time for future session

Motions that bring a question again before the assembly #=2/3 vote needed for adoption v Take from the table-resume consideration v Moved when no business pending v Rescind, or Amend Something Previously Adopted#-if adopted, allows assembly to change an action previously taken or ordered v Discharge a committee#-takes matter out of committee’s hands v Dissolves a special committee, but not a standing committee v Reconsider-allows assembly to further consider a motion already voted upon v Within a limited time, and without notice v Many special rules apply

Incidental Motions #=2/3 vote U=undebatable I=may interrupt member v Point of Order. U, I-requires Speaker to decide whether rules of assembly are being violated v Requests and Inquiries-member wishes to obtain information or ask permission of assembly v v v For Information Parliamentary Inquiry Permission to withdraw or modify a motion (when assembly has control) To read papers For Any Other Privilege v Division of the Assembly-calls for placard vote v Appeal-any two members can require matter ruled on by Speaker to be submitted to the assembly v Division of a Question-allows consideration of separate parts of a resolution or amendment v Objection to Consideration of the Question-prevents assembly from considering v Consider Seriatim or by Paragraph-useful when considering complex resolutions or bylaws amendments. Each paragraph/section individually dealt with, then whole opened for amendment

Executive Session v Is a matter of privilege for the assembly v Usually used for BOD reports or sensitive matters wished to be kept secret (finance, discipline) v Attended by invited/authorized members, special guests v Minutes are not kept per AARC policy v No notes may be taken v Recording is not permitted v Members must maintain confidentiality or face disciplinary procedures v Close laptops, do not use cellphones for ANY purpose