Running a Meeting: Parliamentary Procedure

Anyone who has worked with a committee or a legislative body of any kind will recognize that there is a natural tendency for the members to get off the subject and start talking about something else. Time is wasted and nothing seems to get accomplished.

This is where parliamentary procedure can be of great help. Parliamentary procedure is designed to enable a group or an assembly to consider just one piece of business at a time and thus to complete its business efficiently. Most assemblies refer to Robert's Rules of Order as the final arbiter of questions of parliamentary procedure, but not very many people have actually read the book or understand it. -

If you keep in mind that the whole point of parliamentary procedure is to get the people assembled to settle one proposition before they start talking about another, then the principles are not difficult to understand and you will find that a few simple rules will do just as well as the more complex and detailed rules in Robert 's.

First of all, an assembly needs a President. The point is to choose someone the group trusts and ask him to take charge. His job is to run the meeting smoothly and fairly. By keeping the table of priority of motions at his elbow, nearly anyone can chair a simple meeting effectively.

The President should serve as the unbiased controller of the flow of business and to keep things running smoothly all members should seek his approval -- recognition -- before speaking. The President should tactfully, but firmly, rule any member "out of order" and ask him to keep still if the member seems to be interfering with the flow of business. He can easily do this by indicating that other members who have not yet had an opportunity to speak on the same issue should be given precedence. Or he can indicate that the member's remarks are not relevant to a particular proposition now before the assembly--and this is one of the principal causes of prolonged discussions; the members got lost in amendments and other motions and can't keep track of what they should be discussing now. It is up to the President to sort all this out and keep them on the point.

It is also useful, but not essential to have a Secretary In a small informal meeting the President can double as Secretary and keep the minutes of the meeting. But it is important that someone, and this is normally the Secretary, have a written copy of each Main Motion presented to the assembly. Otherwise, as the motion is amended or otherwise modified, the assembly will lose track of any changes they have made in it.

It is also good practice to have any motions that are to be made at the meeting printed and distributed in advance with the agenda of the meeting so that the members will have had time to think about them before the meeting. Nothing will slow down the business of a meeting more than a motion suddenly sprung on the members just as the meeting begins. That is why many assemblies will require a two-thirds vote of the members present before any item may be added to the already distributed agenda, and then the new item will usually be placed last on the agenda.

Business that is to be presented to an assembly for approval is normally expressed in the form of a Motion and the idea is to bring this Motion to a vote and thus settle or dispose of it. The usual form is as follows:

Member: Mr. President.

President: Mr. Brown. or more formally, "The Chair recognizes Mr. Brown"

Member: Mr. President: I move that ___________ The member now reads his motion, just in case some members failed to receive printed copies and hands the printed copy to the President or the Secretary.

President: Is there a second to this Motion? If no other member seconds the motion, then it should not be discussed, on the sensible grounds that no one else is interested in this idea and it would be a waste of time to discuss it. However, some motions affecting the rights of individual members do not require a second.

Another member: Second the motion.

President: You have all heard the motion and it has been seconded. Is there any discussion? If not, are you ready to vote?

Only after the President has asked for discussion is the motion ready for debate. Naturally, the member who introduced the motion should be permitted to speak first. The President should then attempt to alternate between those who oppose the motion and those who favor it, permitting each member to speak just once until all those who wish to speak have been given the opportunity to be heard.

However, before the assembly is ready to vote on the member's motion they may Move to Amend,, or modify it, or they may wish to Refer the Motion to a Committee, to take it away to study it, or they may wish to postpone this motion while they consider another item on the agenda which they think is more important. Each of these wishes is normally expressed in the form of a motion as well and now the President is faced with the situation where there are two motions on the floor. Which one should be discussed first?

Here is where the table of priority of motions comes into play. The member's original motion -the Main Motion -- has the lowest priority. That is, if someone moves that motion be amended, then very sensibly the assembly should discuss and vote on the changes indicated by the proposed amendment before they go back to considering the Main Motion -- amended or not -and continue discussing and voting on that.

But some members may feel that there is more important business to discuss and may Move to Postpone Temporarily, or Move to Table the motion. This Motion To Table (see NOTE) has priority over the Motion to Amend and should be voted on -- not discussed or debated -- before the Motion To Amend.

The table of priority of motions is actually a very simple and sensible idea, but not very easy to remember, and may differ from one organization to another.

NOTE: In British terminology To Table means to bring forward for discussion, instead of to postpone. This led to considerable confusion in committee meetings of Allied military commanders during World War II.

One awkward motion that I have always found difficult to handle is a Motion to Substitute, meaning to substitute one motion for another. Robert discusses this, but not very satisfactorily. The motion is, in effect, To Amend the Main Motion very drastically. If there are such major differences of opinion about the wording of a motion, it would seem more profitable to refer both versions of the motion to a committee and let them hammer out the differences and recommend a version acceptable to both parties.

What Is Parliamentary Procedure?

It is a set of rules for conduct at meetings, which allows everyone to be heard and to make decisions without confusion.

Why is Parliamentary Procedure Important?

Because it's a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert's Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it's important that everyone know these basic rules! It is also the method of order that all Interfraternity Council Meetings shall be run under.

The Health Professions Student Council of the University of Illinois at Chicago uses the following parliamentary procedure order:

1. Call to order.
2. Roll call of members present.
3. Reading of minutes of last meeting.
4. Officers reports.
5. Committee reports.
6. Special orders --- Important business previously designated for consideration at this meeting.
7. Unfinished (Old) business.
8. New business.
9. Announcements.
10. Adjournment.

The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership take action or a stand on an issue.

Health Professions College Representatives can:

1. Call to order.
2. Second motions.
3. Debate motions.
4. Vote on motions.

There are four Basic Types of Motions:

1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to subsidiary, privileged, and incidental motions.
2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion.
3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

How are Motions Presented?

1. Obtaining the floor
1. Wait until the last speaker has finished.
2. Rise or raise hand and address the IFC President by saying, "Mr. President."
3. Wait until the President recognizes you.
2. Make Your Motion
1. Speak in a clear and concise manner.
2. Always state a motion affirmatively. Say, "I move that we ..." rather than, "I move that we do not ...".
3. Avoid personalities and stay on your subject.
3. Wait for Someone to Second Your Motion
4. Another member will second your motion or the President will call for a second.
5. If there is no second to your motion it is lost.
6. The President States Your Motion
1. The President will say, "it has been moved and seconded that we ..." Thus placing your motion before the membership for consideration and action.
2. The membership then either debates your motion, or may move directly to a vote.
3. Once your motion is presented to the membership by the Presidentit becomes "assembly property", and cannot be changed by you without the consent of the members.
7. Expanding on Your Motion
1. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.
2. The mover is always allowed to speak first.
3. All comments and debate must be directed to the president.
4. Keep to the time limit for speaking that has been established.
5. The mover may speak again only after other speakers are finished, unless called upon by the President.
8. Putting the Question to the Membership
1. The President asks, "Are you ready to vote on the question?"
2. If there is no more discussion, a vote is taken.
3. On a motion to move the previous question may be adapted.

Voting on a Motion:

The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:

1. By Voice -- The President asks those in favor to say, "Yay", those opposed to say "Nay". Any member may move for a exact count.

2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required.

3. By General Consent -- When a motion is not likely to be opposed, the President says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote.

4. By Division -- This is a slight verification of a voice vote. It does not require a count unless the President so desires. Members raise their hands or stand.

5. By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired.

There are two other motions that are commonly used that relate to voting.

1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership.
2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.

Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly.

1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.
   Most importantly, BE COURTEOUS.

Priority		Requires a 2nd?	May be Postponed? Reconsidered? Referred? Debated?	Amendable?	Vote Required
1	Fix the Time of the Next Meeting	2nd	No	Yes	Majority
2	Adjourn (End this meeting now)	2nd	No	No	Majority
3	Recess (Halt this meeting for a limited time)	2nd	No	Yes	Majority
4	Question of Privilege (The speaker is inaudible or the comfort of the members is affected)	No	No	No	Chair rules
	Appeal from Decision of Chair (asks assembly to overrule the Chair)	2nd	Debatable Postponable	No	Majority
	Close Nominations	2nd	No	Yes	2/3 vote
	Call for Division of the House (Asks for written ballot or roll call vote, rather than voice vote)	No	No	Yes	2/3 Vote
	Object to Consideration (The motion is not the proper business of this body) (Must be made before debate starts}	No	No	No	2/3 Vote
5	Parliamentary Inquiry (Asks Chair what is proper procedure)	No	No	No	Chair responds
	Point of Order (Asks Chair to rule on procedure)	No	No	No	Chair rules
	Suspend the rules (Rearrange the agenda; permit a non-member to speak, etc.)	2nd	No	No	2/3 vote
	Request for Information (Asks will the speaker yield for question?	No	No	No	Chair rules
	Withdraw motion (Must be requested by member who made the motion)	No	No	No	Majority
6	To Table or Postpone Temporarily (Consider the motion later in this meeting)	2nd	No	No	Majority
7	Close Debate (Bring the motion to a vote now)	2nd	No	No	2/3 vote
8	Limit debate (Limit each speaker to X minutes)	2nd	No	Yes	2/3 vote
9	Postpone to Specific time (Put the motion on the agenda of later meeting)	2nd	Debatable	Yes	Majority
10	Refer to Committee (Have Committee study the motion)	2nd	Debatable	Yes	Majority
11	Amend an Amendment (Change the amendment to read...)	2nd	All	No	Majority
12	Amend (Change the motion to read )	2nd	All	Yes	Majority
13	Postpone Indefinitely (Kills motion for this session!)	2nd	Debatable	No	Majority
14	Main motion (new business}	2nd	All	Yes	Majority
	To Rescind (Move to cancel an action taken at a previous meeting)	2nd	All	Yes	2/3 vote
	Set Special Order of Business (Put a motion first on agenda of another meeting)	2nd	Debatable Reconsider	Yes	2/3 vote
	To Reconsider (Applies only to motions made at this meeting)	2nd	Debatable Postponable	No	Majority
	To Take from the Table (Resume consideration of a postponed motion)	2nd	No	No	Majority

Procedure for Handling a Main Motion

Obtaining and Assigning the Floor

1. A member rises when no one else has the floor and addresses the chair: "Mr./Madam President" or by other proper title.
1. In a large assembly, the member gives name and identification.
2. The member remains standing and awaits recognition by the chair.
2. The chair recognizes the member by announcing his name or title, or in a small assembly, by nodding to him.

How the Motion is Brought Before the Assembly

1. The member makes the motion: "I move that (or 'to')..." and resumes his seat.
2. Another member, without rising, seconds the motion: "I second the motion" or "I second it" or even "second."
3. The chair states the motion: It is moved and seconded that ... Are you ready for the question?"

Consideration of the Motion

1. Members can debate the motion.
1. Before speaking in debate, members obtain the floor as stated above.
2. The maker of the motion has first right to the floor if he claims it properly.
3. All remarks must be addressed to the chair.
4. Debate must be confined to the merits of the motion.
5. Debate can only be closed by order of the assembly (2/3 vote) or by the chair if no one seeks the floor for further debate.
2. The chair puts the motion to a vote.
1. The chair asks: "Are you ready for the question?" If no one rises to claim the floor, the chair proceeds to take the vote.
2. The chair says: "The question is on the adoption of the motion that... As many as are in favor, say 'Aye". (Pause for response.) Those opposed, say 'No'. (Pause for response.)
3. The chair announces the result of the vote.
1. "The ayes have it, the motion is adopted, and ... (indicating the effect of the vote)" or
2. "The noes have it, and the motion is lost."