Parliamentary Procedure

What is the Purpose of Parliamentary Procedure Extends courtesy to everyone – Equal privileges, rights and responsibilities Ensures the rights of the minority Ensures the rule of the majority – Majority rule guides the action of democratic organizations Complete one item at a time

Use of Gavel (Not always used) One tap means three things: ◦ Sit down ◦ Announcement of a vote/Completion of a business item ◦ Adjournment or Recess Two taps calls the meeting to order Three taps stand in unison/together Series of taps restores order

Use of Gavel You Try!!

Obtaining Recognition from the Chair Getting recognition to speak The chair controls who has the right to speak Stand and say “Mr./Madame Chair” and wait to be recognized ◦ If the President is presiding then say “Mr./Madame President” ◦ If Vice President is presiding say “Mr./Madame Chairperson” Only one person can speak at a time or have control of the floor

Possession of the Floor Chair has control of floor except when he/she gives it to someone else

Recognizing Members Chair picks: Member who stands first – If more than one member requests recognition at the same time: Call on the one who made the motion – Has the right to debate the motion first, even if he/she may not have risen and addressed the chair first (Preference in Recognition) Call on the one who hasn’t spoken yet Try to give both sides of an issue equal opportunity

You Try Select a Chairperson (rotate so that several people get to be chair) – Have the group rise to their feet and say Mr./ Madame Chair – Let the chair person have practice selecting the first person to stand.

Main Motion Purpose – Introduce new business Pertinent Facts – Can Interrupt a Speaker – No – Second Required – Yes – Debatable - Yes – Amendable - Yes – Vote Required - Majority – Can be Reconsidered – Yes

Main Motion Cont Point of Information – Used to simply state and item or information. – Neither a vote nor discussion is had for a point of information. – It is good practice for the chair to restrict conversation about a point of information and simply say: “All questions or comments can be directed to XYZ committee or John Doe after the meeting is adjourned”

Main Motion cont. 1) Introduce the Motion – “I move to…” or “I move that..” 2) Seconding the Motion – Makes sure the main motion has the support of at least two members – In a small informal group just yell out second – In a large formal group get recognized and say “I second the motion…” – If it doesn’t receive a second, main motion fails/dies

Main Motion cont. 3) Stating the Question – Chair should restate the question as it was moved by the member. 4) Discussing/Debating the Motion – Purpose Gives individual the opportunity to persuade the group – To begin discussion the chair asks, “Is there any debate/discussion?” – Debate must be germane: remain on topic. You are out of order of you start talking about something else.

Main Motion cont. 4) Discussing/Debating the Motion cont. – Members may not disturb the demonstration by inappropriate distractions. – No member can debate more than twice on the same motion. (Without permission from the chair) – No member may have a second turn in debate until all members who desire it have a first turn. – The time limit for each speech is ten minutes – All remarks must be addressed to and through the chair

Main Motion cont. 4) Discussing/Debating the Motion cont. – The item, not the person, is the subject of debate. – Its not good practice for members to speak against their own motions; however they may vote against them. – The chair must refrain from expressing personal opinions, must be impartial at all times, and must relinquish the chair in order to debate. The presiding officer takes back the chair after the disposal of the pending motion.

Main Motion cont. 4) Discussing/Debating the Motion cont. – The chair should not interrupt a person who has the floor unless a rules violation occurs. – The chair should not arbitrarily stop debate.

Main Motion cont. 4) Discussing/Debating the Motion cont. ― Debate should have a beginning, middle, and ending statement. Beginning statement : How do you feel about the motion? Do you want it adopted? Middle statement: Present sound, logical evidence to back up your beginning statement. Ending statement: Reinforce your position. State how you want your team members to vote.

Main Motion cont. 5) Vote/Voting – Voice vote quickest, easiest, most common type of voting – Standing, roll call, secret ballot

Main Motion cont. – Simple Majority more than half cast (not counting the team members who do not vote) – Tie vote fails On the motion to Appeal, a majority or tie vote sustains the chair’s decision. – The chair can only vote: To make a tie To break a tie – Team members can change their votes up to the time the final results are announced, or after with unanimous consent of the assembly

Main Motion cont. 6) Announce the Result of the Vote – The chair should notify the members to be seated after a standing vote. – The chair should state which side has it (ayes or noes), whether the motion is adopted or lost, the effect of the vote, and the next item of business. – The chair hits the gavel one time.

You Try Someone make a motion to make a Veggie Pizza! With Peppers, onion, and mushrooms. Someone second the motion Have Discussion Vote on whether to have a Veggie Pizza or not

Amend Purpose – Modifies or changes the wording of a pending motion before action is taken Pertinent Facts – Can Interrupt a Speaker – No – Second Required – Yes – Debatable – Yes if motion is debatable – Amendable – Yes for Primary Amendment – Vote Required - Majority – Can be Reconsidered – Yes

Amend cont. Can only be made during discussion of the original motion Must relate to main motion, cannot change from a positive to a negative Once the amendment has been moved and receives a second the chair should state, “If the motion is adopted, the motion will read…..

Amend cont. Four ways to amend: – Inserting words within a motion – Adding words at the end of a motion – Striking out words – Striking out words and inserting words

You Try Make a motion to have beef stew after the meeting. Obtain a Second To Ammend (change the motion during discussion) – “I move to amend the current motion by striking the words beef stew and inserting the words chicken noodle soup” This changes the type of soup that will be voted on. – “I move to insert the word “next” after the word “the” and before the word “meeting” This changes when you will have the soup. Now you must have a second for the amendment, discussion, and finally vote on the amendment. Then you have to go back to the main motion have additional discussion on the main motion and vote. This is an example… Make up some of your own motions

Commit or Refer to a Committee Purpose – Places business in the hands of a committee Pertinent Facts – Can Interrupt a Speaker – No – Second Required – Yes – Debatable – Yes – Amendable - Yes – Vote Required - Majority

Commit or Refer to a Committee cont. Must be done before the motion is voted on Two types of committees: – Standing: Permanent – Ad Hoc: Temporary

Commit or Refer to a Committee cont. – Ad Hoc: Temporary cont. When referring to an ad hoc committee be sure to include at a minimum the size of the committee and the method of appointment. It may also include when the committee should report and if it should be given “full power” to act for the Chapter. The first member named to a special committee is automatically the chair.

You Try Make a motion to do whatever you want! – Get a second and allow for discussion – During discussion make a motion to refer to a committee. “I move that the pending motion be referred to the whatever committee with the power to act as the club.” – It is important to designate what power the committee has because the club can vote to give them power to make what ever decision they think is right or to bring their recommendation back before the group.

Adjournment Purpose ◦ To end the meeting in an orderly manner Two types of adjournment ◦ 1) Unqualified  Pertinent Facts  Can Interrupt a Speaker – No  Second Required – Yes  Debatable – No  Amendable - No  Vote Required - Majority  Can be Reconsidered – No

Adjournment - Unqualified Does not specify a time (adjourn immediately if it passes) Can be done at anytime except when you’re voting Can be made and voted on even if there is not a quorum “I move to adjourn”

Adjournment - Qualified 2) Qualified Sets a time to adjourn or a time to start the next meeting Can only be moved if nothing else is on the floor

You Try “I move to adjourn the meeting.” Get a second, and vote. If the motion passes then the meeting is adjourned immediately. “I move to adjourn the meeting at 4:30pm” Get a second and vote. No Discussion or amendments for adjournment

References Robert's Rules of Order Newly Revised, 11th ed. (Da Capo Press, 2011) Dunbar, Shane. Dunbar’s Parliamentary Procedure Competitive Event Handbook