1. Basic Parliamentary Procedure Based on Robert’s Rules of Order newly revised, 11 th edition (October 2011).

2. Why do we use Parliamentary Procedure? Orderly transaction of business Ensure rights of all members Ensure the majority has the right to decide, and the minority has rights to be heard. To produce legally supportable actions – It’s not that the decision you make must be correct, but each decision you make must be correctly made. – Robert’s Rules are the most common form, but the by-laws of the body are an overriding authority

3. Basic Principles A quorum must be present to act, but is assumed unless a count is called for. – It is improper to act if you know a quorum is not present Business is introduced only by a motion Only one main question should be considered at any given time. No member should speak until recognized by the chair. The chair should maintain strict impartiality during discussion. Chair can vote if it will affect the outcome

4. Procedure for Handling a Motion 1.Member is recognized by the Chair – Usually but standing or raising hand 2.Member makes a motion: “I move that _____.” 3.The motion is “seconded” (not necessary to stand or be recognized). – If the motion comes as a recommendation from a committee, the motion does not need a second.

5. Procedure for Handling a Motion 4. Chair states the motion : “It has been moved and seconded that _________.” – For this reason it is helpful to have the motion in writing when possible. 5. Discussion/ Debate Follows: – Chair begins debate by asking for discussion – If debatable, every member has right to debate – Chair refrains from debate while presiding – All debate must be related (germane) only to motion

6. Debate Maker of motion has right to speak first, if properly recognized As a general rule each member can only speak twice on same question during the same day Any motion that stops or limits debate requires a 2/3 vote

7. Calling for a Vote 6. At the end of debate the chair states” “If there is no further discussion, the motion is _______.” Vote: – The Chair says, “All those in favor of ______(the motion is stated) say ‘aye.’ Those opposed say ‘no.’ – The Chair states his or her sense of the outcome. – A motion for a show of hands or rule-call vote can be made If motion requires 2/3 vote, ask for rising or by show of hands. – Call to move the question

8. Voting Only members of the Senate can vote A tie vote is a failed vote President/chair can vote to make or break a tie vote – President/chair does not have to break a tie unless specified in bylaws

9. Motions Main Motions: Bring a Question Again Before the Assembly Subsidiary Motions: Help dispose of main motion – Seconds – Amend (only one main and two secondary motion at a time) – Refer to committee – Call of previous question (2/3 non-debatable) – Limit or extend debate (2/3 non-debatable) Incidental Motions: Procedural – Suspend the rules (2/3) [NOTE: You can NOT suspend your by-laws] – Withdraw a motion (only by maker before restatement by chair) – Parliamentary Inquiry – Call for division of the question (raise of hands rather than voice vote)

10. Other Common Motions Privileged Motions: Do not Relate to pending business – Fix time to adjourn – Adjourn the body – Recess – Call for order of the day (business that this meeting was called to address) To “Table a motion” or “Lay on Table” “Bring a question again before the house” – Must be seconded – If a tabled motion then non-debatable By Far the most common motion is to Amend

11. Motion to Amend Only two amendments can be pending at any one time – Primary: Applied to Main Motion – Secondary: Applied to primary amendment You can have an infinite number of secondary amendments as long as only two total amendments pending at any one time Methods of Amending – Insert (inside the motion) – Add (at the end) – Strike out – Strike out and insert (words only) – Substitute (a paragraph)

12. Minutes Only record what was done, not everything that was said: “Debate followed” Should be approved by the body at next regular meeting Seconder of motions need not be recorded: “Motion was seconded” Chair should always call for “corrections” before approval Should be corrected by the Senate at any time a mistake is discovered, even years later – Good minutes are first line of defense in lawsuit

13. Standard Agenda Call to order – (Followed by Roll Call in Govt. assemblies) Reading and approval of minutes Reports of officers and standing committees – Reports of ad hoc committees 5.Special Orders: business previously designated for this meeting (if any) 6.Unfinished business 7.New business 8.Announcements – (if its not a motion its an announcement) 9.Adjournment