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HomeMy WebLinkAboutShortcuts to Parliamentary Procedure Presentation for CALNO Meeting April 1, 1998 Shorfcufj to parliamentary procedure B, B.,L". .J<.J.. Like scissors in a skilled stylist's hands, Parliamentary Procedure is a power tool in skillful users' hands. It cuts through the unnecessary, outdated or flawed to create something better. Without it there are tangles and snarls. With it, business meetings can run in a fair, orderly and efficient manner. You do not have to be a parliamentarian to master some basics about motions (motions can tame or make waves!). They (1) make things happen; (2) stop things from happening; (3) change things needing correction; and (4) delay things that need to happen later. Here are some shortcuts for remembering what you should know. 1. Remembering Order and Types of Motions: Parliamentary Procedure works backwards. Less important motions are considered first. Main motions are considered last. Here's a memory peg for remembering the four types: Motions are IMPS--Incidental, Main; Privileged; and Subsidiary. Incidental Motions: Questions, requests, objections or expediting procedures addressed before business can proceed. Example: "I object to consideration of the question." (Also point of order, parliamentary inquiry, request for a ballot vote, etc.) Main Motions: Approval of proposals, resolutions, ratifications, or adoptions to bring business to the assembly for a vote. Example: "I move adoption of the resolution" or "I move approval of the recommendation." Main motions are addressed last. Privileged Motions: Highest-ranking motions; urgent requests that interrupt consideration of anything else and that are voted on or ruled on immediately. Example: "I move we recess (adjourn)" or "I raise a question of personal privilege." *' Subsidiary Motions: Amending, postponing or referring (doing something to a main motion). Example: "I move to refer the matter to a committee" or "I move to postpone consideration until the May meeting" or "I move to amend the motion by...." Subsidiary motions not only must be considered before a main motion, but also must follow an order of precedence. To remember the rank order, use the following memory peg (a scheme using words that rhyme with the motion's rank order number): ~.A-u-- ~ Rhyming Peg Subsidiary Motion's Rank Order for Consideration 1 BUN 2 SHOE 3 TREE 4 DOOR 5 HIVE 6 STICKS 7 HEAVEN 8 GATE Explanation of Motion A bun is something you TAKE FROM THE TABLE A shoe isn't something you should LAY ON THE TABLE A tree of knowledge may be asked the PREVIOUS QUESTION An exit door is where you can EXTEND OR LIMIT DEBATE Lazy worker bees set a hive clock to POSTPONE DEFINITELY Don't use sticks to protest REFERRING TO A COMMITTEE You won't go to Heaven unless your evil ways you AMEND A stop sign on the gate reads: POSTPONE INDEFINITELY Consider a previously-tabled motion Delay action until later on the agenda Stop debate and vote now Allow more or less discussion time Delay until stated time at a future meeting Appoint a group to study and report Change something in a motion Stop a motion cold: kill it! 2. Knowing Procedures for Making, Seconding, or Amending Motions: a Making motions: Address the chair and be recognized before speaking. Do not talk to other members except through the chairman. Say, "I move that..." (Not "I make a motion that..." or ''I'd like to present a motion to...") b. Seconding motions: Say, "I second the motion." (Or chair calls for a second.) Without a second, motion is lost. c. Chairman: "It's been moved and seconded that... (repeat motion). Is there any discussion? (members debate the Issue as they are recogmzed bv chair) .\.II in favor of the motion? (vote): Those opposed? (vote) -he motion IS c:lmed!lcs~" 2 d Amending motions: "MrJMadam Chairman, I move to amend the motion by...(adding/striking/inserting/substituting....)" An amendment is voted on before considering the main motion. e. Amendments not seconded are lost, and a vote is taken on the main motion as originally presented. If seconded, the amendment is debated and voted on in the same manner as for a main motion. If the amendment passes, the main motion then is voted upon in its amended vC%Sion. The chairman says, "The amended motion now reads, ........" After debate and vote, the chair announces the outcome: "The amended motion to ..... is carriedllost." ( Friendly amendment: If an amendment is accepted by the maker and seconder of the original main motion and so stated by them, the chair may skip debate and yoting on the amendment to present the amended motion immediately for a vote. 3. Learning Differences Between Motions and Procedures Often Confused: a. Table ys. Postpone: To lay on the table is a short delay to consider a more urgent issue at the same, continuing meeting. A motion to take from the table is required or the pending question is lost. Totable an issue often is misused when the intention is to postpone (to a future meeting or to a time certain). A motion to postpone to a time certain automatically is placed on the agenda of the designated date with no motion necessary to consider it. b. Adopt vs. Ratify: To adopt is to accept (a recommendation, resolution, etc.). To ratify is to confmnlvalidate an action already taken before the meeting convened (an emergency action not in violation with laws governing the body). c. Rescind vs. Reconsider: To rescind is to withdraw or overturn a past action (motion, rule or resolution) adopted at a previous meeting. To reconsider is an immediate reversal of a hasty or improper action or vote taken at the same meet- ing. A motion to reconsider must be made by a member voting on the prevailing side. d Voting vs. Unanimous Consent: In most cases, a motion requires a second, debate (discussion), and a vote. However, for routine matters or in cases where the chair perceives consensus among the voting body, a time-saving shortcut called unanimous consent may be used (discussion and voting are unnecessary). The chair says, "Without objection, ......." and states the matter anticipated for adoption (...the agenda will be adopted, ...a work session will be held..., etc.). If any member objects, the matter must revert to regular procedure of obtaining a motion, second, discussion and vote. 4. Recalling Motions Requiring a 2/3 Vote: Most motions require a majority vote (more than 1Iz of those voting). Motions requiring a 2/3 vote are kinds that involve members' rights or changes to something already adopted--limit or stop debate (previous question); rescind or repeal (a previous action); suspend the rules; object to consideration (of a motion); etc. 5. Remembering Motions Requiring No Second: No second is required for nominations, questions of privilege, calling for orders of the day, incidental motions (requests for information or stating objections). Another motion requiring no second is one made by a committee chairman to adopt a report or recommendation (it is assumed that more than one person already favors the report/recommendation by virtue of the fact that the committee members previously considered and recommended the matter for adoption). 6. Recognizing the Chairman's Role in Conducting Business: a. Tap gavel once to call the meeting to order. b. Refer to self as "The Chair" or "Your Chairman" (Do not say "I" or "me"). c. Maintain control. Only the chair rules on decisions--not members or the parliamentarian. Members disagreeing \',ith chair's decisions may "appeal from the decision of the chair." If seconded.. a majority or tie vote "to sustain" upholds chair's decision. d. Repeat motions before putting them to a vote. Call for "those opposed" even if all vote in favor of the motion. Always announce the outcome of votes: "The motion is carriedllostJout of order/not germane/etc." e. Waste no time voting or discussing routine matters. Use unanimous consent when no opposition is expected. The chalf em pass a motion, adopt a resolution, make a ruling, etc. by saying, "Without objection...." Wait to hear any objection before saying, "Hearing none, the motion passes (resolution is adopted, etc.)." Put the matter up for a motion, second, diSCUSSIon and vote only if someone objects. f. Allow only one main motion on the floor at a time. Know order (precedence of motions) if other forms of motions are made (IncidentaL Privileged or Subsidiary) Take up such motions 10 proper order. g. Speak/vote last (unless roll call vote is taken). Except for discipline, call motions/actions out of order (not people) 7. Mastering More Shortcuts (Matching the motion to what you want to do): 3 What? (procedure) Call member to order Call a motion dilatory Why? (Purpose) Improper conduct; breach of parliamentary order Obstructing meeting/voting Call for orders of the day Return to business; prevent straying from agenda/delays Object to consideration Request to read papers A void undesirable motion How? (Required Action) Member or Chair may "call a member to order." If a warning is ignored, chair may "name" offender (secretary records offense) Absurd motions/actions not allowed: chair rules them out of order Enforced on demand of one member: no second or debate (2/3 needed if chair puts question to a vote) a-oN5,06f2..1,.)6- -rtl~ No second or debate; 2/3 opposed topotion sustains objection Permission to read into record Not allowed if one member objects to delay of business Move previous question Stop debate and take a vote Unanimous consent or needs second, 2/3 vote (no debate) Point of order Question of breach of rules Chair decides (Point is well taken or not well taken) Appeal decision of chair Challenge chair's ruling Needs second: no debate; majority or tie sustains chair's decision Amend a motion Change a main motion .,. Needs second; debate; majority vote Postpone definitely Postpone indefinitely Lay on the table Call for ballot vote Depart from agenda Commit or refer Division Nominations Delay action to a time certain Needs second; debate; majority vote Kill a motion; avoid a vote Place later on the agenda (Consider at same meeting) Request vote be in writing Change an adopted agenda Assign issue to a committee Verify voice vote; recount Propose names for election to office Needs second: debate; m~jority vote Needs second: no debate; majority. Must have a majority vote on a motion to "take from the table" or the issue is lost Needs second: no debate; majority vote Needs second: no debate; 2/3 vote required Needs second: debate; majority (delays action until committee reports) No second or debate; one member's demand compels another vote No second or debate: unanimous consent may be used to close nomina- tions (If put to a vote, needs second and 2/3). Suspend the rules Unusual or irregular business Needs second: no debate; 2/3: can't suspend law (policy) Reconsider Revisit hasty motion just passed Needs motion from prevailing side; needs second; majority vote Rescind or Repeal Nullify/amend action of past meeting Needs second: debate: 2/3 vote v..ithout previous notice Withdraw motion Motion's maker changes mmd Unanimous consent or majority vote Question of privilege Request to address needs/comfort No second or debate: chair rules Adjourn (recess) End meeting (temporary halt) Privileged motionS/highest precedence: second: no debate: majority *{b::t"~ RANK ORDER FOR SUBSIDIARY MOTIONS 1 = BUN: TAKE BUN .kmz:Lthe TABLE. 2 = SHOE: LAY SHOE on the TABLE "Lay on the table" is to take up later on the agenda (same meeting) 3 = TREE: TREE for asking PREVIOUS QUESTIONS 4 = DOOR: DOOR for or not for DEBATE Motion to take from the table an item tabled earlier at that meeting. ''Move the previous question" stops debate to vote immediately. "Move to limit or extend debate" allows more/less discussion time before vote. 5 = HIVE: HIVE clock to POSTPONE (to definite time) 6 = STICKS: STICKS in hands of a COMMITTEE Motion to refer to a committee allows another, smaller group to study and report on a matter before further consideration and voting. 7 = HEAVEN: REA VEN awaits those who AMEND their ways A motion to amend (add, strike, insert, or substitute something) changes a pending motion by doing something to its pres\-'Dt wording. 8 = GATE: GA TE with POSTPONE INDEFINITELY sign To postpone indefmitely stops a motion cold ("Kills" it) ~ C\1 &- - ~ ~ -- c:.." C ___ '-.rL- Motion to "postpone until " (a specified time) automatically places the item on that future meeting's agenda. ~/ .~ -~~,~ .::::: ~ ~- .... '. : 1 (((,PPlostpone I,' . . . ". ;, ' \ II L~definitel~ I . . I \ i ' ~ 'Gate, .