Parliamentary ProcedureMaking meetings more effective

Seminar Objectives

1. State the purposes of following parliamentary procedure.

2. Recognize the five basic principles of parliamentary procedure.

3. Identify steps involved with presenting a motion.

4. Recognize various methods of voting.

5. Differentiate the types of motions.

Purposes of Parliamentary Procedure

1. To give every member a chance to be heard.

2. To allow everyone to participate.

3. To establish and maintain order in a meeting.

4. To prevent confusion when discussing meeting’s agenda.

5. To keep meeting moving.

Principles of Parliamentary Procedure

1. Discuss one subject at a time.

2. Allow full and free discussion of each idea presented.

3. Treat all members with justice and courtesy.

4. Carry out the rule of the majority, and respect the rights of the minority.

5. Bring together the wishes of all group members to form a cooperating, united organization.

Motion

• A motion is a formal way to bring an idea , proposal, or plan of action before a group.

• A motion is part of an orderly way to conduct business using parliamentary procedure.

• A motion calls for discussion and action by the group.

Discussing a Motion

1. A member who wants the organization to do something makes a motion by addressing the presiding officer.

2. The member must be called on by the presiding officer.

3. The member make a motion by saying, “I move…

4. The motion is then seconded by another member.

5. The presiding officer restates the motion and asks for discussion.

Discussing a Motion

6. Discussion is held on the motion.

7. The presiding officer repeats the motion and says, “Are you ready for the question? All in favor say Aye; all opposed say No.”

8. A vote is taken to ask who is in favor of and who is opposed to the motion.

9. The presiding officer announces the result and declares, “The motion is passed.”-OR- “The motion is lost.”

Making Another Motion

Before another motion can be made, a motion that is seconded must either be:

•Voted on

•Withdrawn

•Amended

•Tabled

Withdrawing a Motion

Both the person who made the motion and the person who seconded the motion must agree that it be withdrawn.

Types of Motions

• Privileged Motions

• Incidental Motions

• Subsidiary Motions

• Main Motions

Privileged Motions

• A privileged motion deals with a special matter of pressing importance and does not relate to the business on the floor.

• Privileged motions are the highest ranking motions, taking precedence over all other motions.

• They can interrupt any business on the floor, without requiring debate or discussion.

Privileged Motions

Types of Privileged Motions

MOTION DESCRIPTION

Adjourn Ending the meeting

Call for the Orders of the Day Requiring the agenda be followed

Fix the Time to Which to Adjourn

Setting the time for the next meeting

Question of Privilege Allowing members to make urgent requests about the rights of the assembly and its members

Recess Taking a short break in a meeting

Incidental Motions

• An incidental motion comes from another motion.

• It is always directly related to the business on the floor.

Incidental Motions

CHARACTERISTICS

•Incidental motions take precedence over main motions and subsidiary motions but yield to privileged motions.

•They must be decided before the meeting can continue.

•They must be decided before other motions.

•They cannot be amended.

•They cannot be debated, except for the motion to Appeal.

Incidental Motions

TYPES OF INCIDENTAL MOTIONS

MOTION DESCRIPTION

Appeal Challenging the Chair’s ruling

Consideration by Paragraph Separating a long document or motion into different parts and voting on each part separately

Division of the Assembly Calling for retaking a vote

Division of a Question Separating the main motion into different parts to vote on each part differently

Incidental Motions

TYPES OF INCIDENTAL MOTIONS

MOTION DESCRIPTION

Objection to the Consideration of a Question

Avoiding motions that are off the topic or disruptive

Point of Order Compelling the Chair to adhere to the rules of the assembly

Request (Parliamentary Inquiry, Point of Information, Reading Papers)

Making inquiries about the business at a meeting and asking permission for meeting-related activities

Suspend the Rules Temporarily setting aside the organization’s rules

Subsidiary Motions

• A subsidiary motion is linked to a main motion to aid in its disposition.

• Subsidiary motions can be made while a main motion is still being considered.

Subsidiary Motions

CHARACTERISTICS

1.A subsidiary motion can never stand alone. It is always applied to another motion.

2.It always changes the status of the motion to which it is applied by modifying it in some way.

3.It must be decided before the assembly can act on the main motion.

Subsidiary Motions

TYPES OF SUBSIDIARY MOTIONS

MOTION DESCRIPTION

Amend Tailoring a motion to be more specific and acceptable

Commit to Refer Sending a motion to a committee for further study

Lay on the Table Setting aside a main motion to deal with more urgent business

Limit or Extend Debate Decreasing or increasing the time to debate an issue

Subsidiary Motions

TYPES OF SUBSIDIARY MOTIONS

MOTION DESCRIPTION

Postpone to a Certain Time Moving consideration of the motion to a later time

Postpone Indefinitely Removing the motion from consideration during the current meeting or session

Previous Question Closing debate and forcing an immediate vote on the motion

Main Motions

• A main motion introduces a new item of business, the matter to be considered by the assembly.

• It can be ruled out of order if it conflicts with the organization’s by-laws, constitution, standing rules or any resolution already agreed upon.

• Only one main motion can be considered at a time.

Main Motions

CHARACTERISTICS

•Lowest-ranking motions

•Cannot be made when another motion is being considered

•Yield to subsidiary, incidental, and privileged motions

•Cannot be applied to any other motion, but other motions can be applied to it

Main Motions

CHARACTERISTICS

•Can be amended in five different ways, debated, divided, laid on the table, objected to, postponed, reconsidered, referred to committee, renewed (if rejected), rescinded (after approval), seconded, terminated, voted on, withdrawn

•Require majority vote

•A vote on a main motion is not valid when it supersedes the rights of members, in which case a two-thirds vote is needed

Main Motions

CLASSIFICATION OF MAIN MOTIONS

•Resolutions

•Original main motions

•Incidental main motions

Main Motions

RESOLUTIONS

•Resolutions are a type of main motion. Resolutions and main motions differ only in their format.

•All resolutions are main motions, but not all main motions are resolutions.

•Resolutions usually state a policy, principle, feeling, or sentiment. They tend to have explanatory preamble that usually begins with the word whereas, which serves a bridge to introduce the explanation for the resolution.

Main Motions

ORIGINAL MAIN MOTIONS

•An original main motion presents a new topic for debate or discussion. I move that our cooperative invest in the Cooperative Bank of Misamis Oriental.

Main Motions

INCIDENTAL MAIN MOTIONS

•An incidental main motion is tied into events before the assembly.

•Unlike a main motion or a resolution, it does not initiate business.

•Like a main motion or a resolution, an incidental main motion can only be proposed when there is no other motion on the floor.

Main Motions

TYPES OF INCIDENTAL MAIN MOTIONS•Adjourn•Adopt a matter previously considered•Adopt a report (accept, agree to)•Adopt by-laws•Adopt constitution•Adopt agenda•Adopt standing or special rules•Amend agenda•Amend rules

Main Motions

TYPES OF INCIDENTAL MAIN MOTIONS•Annul or rescind or repeal•Approve the minutes•Confirm or ratify•Discharge a committee•Extend debate•Nominations•Order of the Day•Question of Privilege•Recess•Voting

Methods of Voting

• Voice Vote

• Show of Hands

• Rising to Vote

• Ballot Vote

Voice Vote

The chair asks those in favor to say, “Aye” or “Yes.” Those who are opposed are asked to say, “Nay” or “No.”

Show of Hands

• This method is recommended for small groups.

• The Chair asks members who are in favor to raise their right hands. After the count is taken, those who are opposed are then asked to raise their right hands.

Rising to Vote

• This method should be used to verify a voice vote and on motions requiring 2/3 majority vote.

• Chair asks those in favor of the motion to rise. After counting, these members are asked to sit. The chair then asks those opposed to rise.

Ballot Vote

• This method involves writing a vote on a slip of paper.

• This is a good way to vote for officers, or to vote upon controversial motions.

• The chair should appoint individuals to distribute, collect, and tally the ballots.

Chair’s Vote

The Chair only votes:

•In the event of a tie

•To make a vote a tie

•When secret ballot is used

•When he is part of the assembly

Order of Business

• Call to order (two taps of the gavel)• Pledge of Allegiance (three taps of the gavel to stand, one

to sit)• Roll Call• Reading and Approval of minutes• Reports • Unfinished Business• New Business• Announcements• Adjournment (one tap)

Nominations for Office

Means of taking nominations for office:

1.Any office at one time

2.Individually:a. From highest ranking down

b. Closing one office before accepting nominations for the next.

Nominations for Office

How it is done?1.The nominator stands and waits to be recognized.2.When recognized, he proceeds to nominate a person for the office.3.The Chair asks for additional nominations.4.Someone should make a motion to close nominations. The motion requires a second and no discussion.5.If no one moves to close, the Chair should ask, “Are there any more nominations?” three times before declaring nominations closed.

Nominations for Office

Once the nominations are closed, the body may proceed in two ways:

1.If there is no competition, a member may rise and, after being recognized, say “I move that the slate of officers be elected by acclamation,”

2.If there is competition, speeches by the nominees may be made and afterwards the ballot vote shall be taken.

Miscellaneous Info

• There can only be one MAIN MOTION on the floor at one time.

• A member CANNOT TALK against his own motion, but he CAN VOTE against it.

• A vote that is tied fails.

• Only qualified members are allowed to vote.

Miscellaneous Info

The Chair may ask for a standing vote when:

1.A 2/3’s vote is needed (suspend the rules, close nominations, previous question, rescind a motion)

2.Someone has called for a division.

Miscellaneous Info

USE OF GAVEL•Two taps of the gavel to call the meeting to order •Three taps of the gavel to stand •One tap of the gavel to sit•One tap after the ruling of a vote on a motion•One tap after announcing adjournment•One sharp tap used to get members to come to order•Series of sharp taps used to get members to come to order

Thank You!

Presenter:

EDGARDO T. GAMOLO

Mobile Phone: 0999 440 9544

Telefax: 088 333 2179

Email: edgamolo@gmail.com

Web: www.edgamolo.com