Using Basic Parliamentary

Procedure
 Reference &Disclaimer
This presentation is based on Robert’s Rules of
Order, newly revised, 11th edition (October
2011).

Your individual bylaws may say something

different that what I say, which is OK, unless it
is in violation of
ARK. CODE ANN.§4-33-101-1707
 Why do we use Parliamentary
Procedure?
• To facilitate the transaction of business
• To promote cooperation and harmony
• To ensure that all members have equal rights,
privileges, and obligations
• Ensure the majority has the right to decide,
but the minority has rights which must be
protected as well
 Parliamentary Procedure

• Rules that limit, guide and

protect the individual
• Protect the rights of the
minority
• It’s not that the decision you
make must be correct, but
each decision you make must
be correctly made.
 Bylaws
• Rules that govern the organization
• Legally binding
• Can override parliamentary authority
 Basic Principles

• There are some basic principles for the use of

Parliamentary Procedure.
• When they are remembered, then meetings
will run more smoothly and business will take
place.
 Basic Principles
• A quorum must be present for the group to act.
– As defined by the by-laws
– If not, then majority of membership
• Only one 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
 Quorum
• Quorum is minimum number of members necessary
to conduct business (present throughout meeting)
• Chair should determine quorum before meeting
– Bylaws can determine method to determine, i.e. roll call
• Quorum should be determined by bylaws
– For all meetings – regular, special, annual, etc
– Otherwise, it is majority of entire membership
• If quorum ceases to exist during meeting:
– Only motions in order are:
• To recess until quorum returns
• Motion to adjourn
 Presiding Officer

• Stands when calling the meeting to order (in

larger meetings)
• Says, “ The meeting will come to order.”
• Can approve the minutes without a motion
• Can adjourn a meeting without a motion
– After asking for additional business and not
hearing any
– Adjournment time is reached on an adopted
agenda
 Procedure for Handling Main
•
Motions
Member rises and addresses the Chair.
– “Mr./Madam President or Chairperson.”
• Chair recognizes the member.
• Member states:
– “I move that _______ (states motion).”
• Second to motion (not necessary to stand or be
recognized).
– “I second the motion.”
– If the motion comes as a recommendation from two or
more members, the motion does not need a second.
 Procedure for Handling Main
• Motions
Chair states motion:
– “It has been moved by (name) and seconded that
_________.”
• Discussion:
– If debatable, every member has right to debate
– Chair refrains from debate while presiding
– Proposer of motion has first right of debate
– Must be related (germane) only to motion
• The Chair says:
– “If there is no further discussion, the motion is
_______(restate motion).”
 Procedure for Handling Main
• Vote: Motions
– The Chair says, “All those in favor of ______(the
motion is stated) say ‘aye.’ Those opposed say
‘no.’
– If motion requires 2/3 vote, ask for rising or by
show of hands.
– Should always ask for those opposed.
• Result of the vote is stated by chair.
– “The motion is carried” or “the motion is lost.”
– If counted vote, give number on both sides
 Debate
• Chair begins debate by asking for discussion
• Maker of motion has right to speak first, if
properly recognized
• Can only speak twice on same question during
the same day
• Any motion that stops or limits debate
requires a 2/3 vote
 Tie Vote
• A tie vote is a failed vote
• President/chair does not have
to break a tie unless specified in
bylaws
• President/chair can vote to
make or break a tie vote
• RONR states that the chair can
vote anytime it will affect the
outcome
 Elections
Elections

• Voice Vote: Election may be by voice vote unless a

ballot vote is required. (The motion to instruct the
secretary to cast the ballot is not good procedure.)
a.Nominees are voted on in the order in which they
are nominated. b. Tellers may be appointed to assist
with the count of votes and report to presiding
officer. c. The presiding officer officially
announces the result and declares the election.
 Elections

• Ballot Vote: a. When a ballot vote on nominees is

required or expedient, it is important to make the
necessary preparation for ballots, ballot boxes, time
allotment and space as needed. b. Tellers to count
the ballots should be carefully selected and
instructed on correct procedure. Common sense
must govern the validity of ballots if no rules exist.
Three is the usual number of tellers, but size of
organization may determine number.
• 18
 Elections

• c. Tellers report the result of the election at

the designated time and give copies of the
report to the presiding officer and the
secretary.
• d. The presiding officer repeats the results and
declares the election.
 Methods
Methodsof
ofVoting
Voting
• Ballot Vote – a written vote; secrecy the main
object.
• Mail Vote – method to be provided in bylaws.
• Proxy Vote – a vote cast by another on
authority given by member; only valid if
provided in bylaws.
• Roll Call – voice vote by calling roll of
members.
 Methods of Voting

• . Standing Vote – members stand to

indicate vote.
• Unanimous Vote – no one dissenting.
• Voice Vote – response of “aye” or “no” by
members to indicate vote.
 Classes of Motion

• Main Motions: A main motion is a motion

whose introduction brings before the
assembly a question or business for con
sideration when no other business is pending.
Only one main motion can be considered at a
time, and no other main motion may be
introduced until the first one is disposed of in
some manner.
 Classes of Motion

• Subsidiary Motions: Subsidiary motions assist

the assembly in treating or disposing of a
main motion. Since they relate to the question
before the house, it is in order to propose a
subsidiary motion when a main motion is still
before the assembly. The vote on the
subsidiary motion is taken before the action is
taken on the main motion.
 Classes of Motion

• Privileged Motions:
Privileged motions do not relate to the pending
business but deal with special matters of
immediate and overriding importance.
Privileged motions may interrupt debate before
the assembly.
 Classes of Motion

• Incidental Motions:
Incidental motions are motions incidental to
another motion pending or incidental to other
business at hand, such as suspending the rules
or closing nominations.
 Classes of Motion

• Motions That Bring a Question Again Before

the Assembly: These motions bring a question
that has already been considered by the
assembly back before the assembly, as in the
case of the motions to rescind or take from
the table.
 Making a Motion

• Member rises and addresses the Chair.

“Mr. /Madam President or Chairperson.”
2. Chair recognizes the member.
3. Member:
“I move that __________ (states motion).”
 Making a Motion

4. Second to motion (not necessary to stand).

“I second the motion.”
If the motion comes as a recommendation from two
or more members, the motion does not need a
second.

5. Chair states motion:

“It has been moved by (name) and seconded that
__________.”
 Making a Motion

• Discussion: If the motion is debatable, every

member has the right to debate; the Chair
refrains from debate while presiding. The
Chair carefully determines the order in which
members are recognized to speak, giving first
opportunity to the pro poser of the motion.
Care should be given to assure that discussion
is related to the question.
 Making a Motion

7. The Chair says,

“If there is no further discussion, the motion is
__________ (restate motion).”
8. Vote: The Chair says,
“All those in favor of __________ (the motion
stated) say ‘aye.’ Those opposed say ‘no.’”
9. Result of the vote is stated by the Chair.
“The motion is carried” or “the motion is lost.”
 Classes of Motions

• Main Motions
• Motions That Bring a Question Again Before
the Assembly
• Incidental Motions
• Subsidiary Motions
• Privileged Motions
 Order of Pending Motions

• Privileged Motions
• Subsidiary Motions
• Incidental Motions (non-ranked)
• Motions That Bring a Question Again Before
the Assembly
• Main Motions
 Privileged Motions

• Do not relate to pending business

• Related to the rights and privileges to the
assembly or to its members
• Not Debatable
 Privileged Motions

• To fix the time to which to adjourn

• To adjourn
• To Recess
• To rise to a question of privilege
• To call for the order of the day
 Subsidiary Motions

• Assisting in treating or disposing of a main

motion
• All require second
• Debatable: Depends
• Requires majority vote unless involving rights
of others
– Call for previous question (2/3)
– Limit or extend of debate (2/3)
• Most widely used is “Amend”
 Subsidiary Motions

• To lay on the table

• To call for the previous question
• To limit or extend debate
• To postpone to a definite time
• To refer to a committee
• To amend
• To postpone indefinitely
 Incidental Motions

• Incidental to pending motions or business at

hand
• Not debatable
 Incidental Motions
• To suspend the rules
• To withdraw a motion
• To call for reading of papers
• To object to consideration
• To rise to a point of order
• To rise to a parliamentary inquiry
• To appeal from the decision of the Chair
• To call for a division of the house
• To call for a division of the question
 Motions That Bring a Question
Again Before the House

• Brings back to the assembly a question that

has already been considered
• Requires a second
• May or may not be debatable
– Take from table, non-debatable
 Motions That Bring a Question
Again Before the House

• To reconsider
• To rescind
• To take from the table
 Commonly Used Motions
• Main Motion
• Motion to Amend
• Call for the Question
• Call for the Division of the House
• Refer to a Committee
• To lay on the Table
• Withdraw a Motion
• Rise to a Point of Order
• Adjourn
 Main Motion
(Class of Motions)

• Brings before the assembly a question or

business consideration
• In order only when no other motion is
pending
• Only one main motion on the floor at any
time
• Requires second, debatable, usually
approved by majority vote, unless some
provision in bylaws require different vote
 Amendments
• Only two amendments can be pending at any
one time
– Primary
• Applied to Main Motion
– Secondary
• Applied to primary amendment
– Can have infinite number of secondary amendments as long
as only two total amendments pending at any one time

• Vote on amendments in reverse order

– Secondary then primary
 Amending a Motion
• Most used Subsidiary Motion
• Methods of Amending
– Insert (inside the motion)
– Add (at the end)
– Strike out
– Strike out and insert (words only)
– Substitute (a paragraph)
• Must be germane to main motion
 Amending a Motion

A. Discussion and vote on secondary

amendment.
B. Discussion and vote on primary
amendment as amended (if amendment
carried).
C. Discussion and vote on main motion as
amended (if amendments carried).
 “Question or Call for the Question”
• Actual motion is “Call the Previous Question”
– Must be recognized by chair to make motion,
cannot be just shouted out
• Is a vote to stop debate and not to vote on pending
motion
• Requires a 2/3 vote to pass
– 2/3 votes are taken by rising vote
• If receives 2/3 vote, motion passes and debate is
stopped and a vote is taken immediately on
pending question
• If does not receive 2/3 vote, motion fails and
debate continues
 Call for the Division of House
• Questions results of a vote
• Only in order if a questionable vote
• Can be made by a single member
• Can interrupt a speaker
• Is not debatable
• Does not require a vote
• Made only by rising vote or show of hands
– Counted vote must be made in form of
motion
– Chair can ask for counted vote at any time
 Refer to Committee

• Allows for additional information or study of

issue before voting
• Motion to Refer should include details of who
the committee will be and who will appoint
• Usually defines time for committee to report
 Tabling a Motion
• Proper form of motion is to “Lay on Table”
• Misuse of “Postpone Indefinitely” or “Postpone to a
Definite Time”
• Intention sometimes is “Refer” or “Commit” which sends
to committee for further review
• Out of order when no business is pending
• Definite time to “Take From the Table”
– If next meeting within quarter, by end of next meeting
– Over quarter, end of current session
 Withdraw a Motion
• Motion can be withdrawn at any time prior to
voting
• Before restated by chair belongs to maker
– Can be withdrawn, changed or modified in any
way with only approval of maker
• After restating, belongs to assembly
– Maker asks permission to withdraw
– Chair treats first as unanimous-consent request
– If objection, treated as a subsidiary motion
 Rise to a Point of Order
• Used to correct a mistake in procedure
• Can interrupt a speaker
• Doesn’t require a second
• Is not debatable
• Chair rules
• Must be raised at time of mistake before
action has been taken
 Adjourn
• Next to highest ranking motion
• Fix the time to which to adjourn is highest
• Can not interrupt a speaker
• Requires a second
• Not debatable
• Majority rules
• Chair can adjourn without motion
– If no other business is pending
– If time is reached on an adopted agenda
 Motions Requiring 2/3 Vote

• Suspends or modifies Rules of Order

• Prevents introduction of a motion
• Closes, limits or extends debate
• Limits freedom of nominations or voting
• Takes away membership or office
 Out of Order Motions
• Motion to suspend bylaws
• Motion in conflict with bylaws or Articles of
Incorporation
• Any motion outside the scope of the
organization
– “The purpose of this organization is ….”
• Any motion to conduct business if quorum is
not present, except motion to recess or
adjourn
 Minutes

• Only record what was done, not everything

that was said
• Seconder of motion need not be recorded
• Corrected at any time mistake is discovered,
even years later
• Good minutes are first line of
defense in lawsuit
 Common Mistakes
• Asking for “Additions, Deletions or Corrections, etc” on
minutes
– Only ask for correction – covers everything
• Using “So Moved” to make motion
– Use “ I moved that………”
• Approving treasurers report
– Filed for audit, audit report is approved
• Reporting too much information in minutes
– Only report what was done, not said
• Using “Old Business” on Agenda instead of “Unfinished
Business”
Conducting Meetings
 Order of Business vs. Agenda

• Order of Business
– Basic outline of business proceedings
• Agenda
– Schedule of the order of business, with details
– Should never be included in bylaws
– Could not vote to immediately suspend the rules if
in bylaws
– Should not be confused with Rules of Order
 Order of Business

• Call to order
• Reading and approval of the minutes
• Reports of Special Committees
• Special Orders (matters which demand special
priority)
• Unfinished Business (not old business)
• New Business
 Agenda
• Call to Order
• Opening Ceremonies
• Roll Call
• Reading and Approval of the Minutes
• Report of Officers, Boards and Committees
• Unfinished Business
• New Business
• Program
• Announcements
• Adjournment
Questions?