Parliamentary Law: Motions, Debates & Voting

1. Management & Leadership
in Ministry
Motions,
Deliberations
& Voting

2. The most basic component of a business mtg. is…
A Motion
- A formal proposal that the
organization „say or do‟ something
(usually stated in the positive)
i.e. “I would like to make a motion that
we hire Rev. Sally Smith to be our
youth pastor for the next 3 years”.

3. A Motion
- Every motion needs to have a seconder
(at least one person who agrees the
proposal, merits a discussion and a vote)
i.e. “I would like to second the motion
to hire Rev. Smith for 3 yrs.”
Sometimes a person simply says: „second‟
NO ONE (incl. the chair, the mover, nor
anyone else in the assembly) can begin
discuss the motion, until there is a
seconder!

4. When a motion has been
made, and it appears there
is no seconder …
The chairperson reminds the assembly
once, that without a second, the proposed
motion will not be considered (the motion
is „lost‟; meaning it won‟t be
debated, nor voted upon).
Pause for a moment … if there is no
„second‟ then the chairperson IMMEDIATELY
goes on to the next item of business.

5. A Motion
- A person who seconds a motion is not
necessarily indicating their
agreement with the motion … they are
simply indicating they believe the
„motion‟ has enough merit for the
assembly to consider, debate & vote
upon. A person may ultimately vote
against a motion they seconded, if they
wish.
- Motions made by a committee or a board
DO NOT need a seconder. The motion has
already, the support of a „few‟ people.

6. A Motion
- Every motion needs to be stated
clearly (the more complex or
confusing, the less likely it will
be approved).
- Motions are generally no longer
than one (1) sentence in length.
- Whenever possible, state/present
the motion in the positive (what
you want to happen; not what you
don‟t want to happen).

7. Motions correctly/incorrectly stated
I would like to propose that we not buy a van for the
youth department.
I would like to propose the youth cabinet investigate a
variety of other options for transporting our teens to their
events.
I would like to make a motion that our next business
meeting be held after providing the congregation with 3
weeks advance notice, being sensitive to the work
schedules of our board members, and held no earlier
than 4 weeks after the close of our fiscal year, and all
members & adherents be given a copy of all relevant
documents printed on blue paper, 2 weeks in advance.
I move we hold our next mtg. on June 23 at 6 p.m. with
appropriate advance notice and documentation provided.

8. A Motion: The typical sequence
- A member secures permission from the
chairperson to speak (have the floor)
This is normally done by raising your hand
& saying “Mr. (or Madam) Chair”
- The chairperson, recognizes the person by
saying the person‟s name: “Mr. Brown”
- The member moves/makes the „motion‟.
- Another member „seconds‟ the motion.
- The chair or secretary „restates the
question‟& asks “Is there any discussion?”
or more formally “The motion is before the
assembly for their deliberation & action”
- The group debates the pros & cons.
- Chairperson calls for the „vote‟.

9. Debating a Motion

10. DEBATING THE MOTION
- No one may speak for or
against the motion, nor ask
clarifying questions, until
formally recognized (given permission) to
speak, by the chair.
- First & last to speak about the motion, is
the „mover‟ of the motion, whether a person
or committee.
- No one may speak for or against a motion a
second time, until all those who wish to
debate the issue have spoken once.
- No one may speak more than a total of 20
minutes for or against a motion (speak
twice x 10 min.).

11. DEBATING THE MOTION
- All debate is directed solely/courteously
to the chairperson ... never towards
another person (present or absent at the
mtg.) nor is anyone allowed to question the
motives or character of another person. The
perceived consequence of the motion IS fair
game for discussion, but not the motivation
of the person making the motion.
- Debate must relate solely to the motion &
not to unrelated issues.
- Asking clarifying questions
or making an amendment is
NOT considered part of the
two times a person may speak
for or against a motion.

12. Amending a Motion

13. Amending a Motion:
- Amendments may be suggested to most
motions, but not all motions (we will
clarify this in a later presentation)
- A proposed amendment must be seconded, and
then debated and voted on, before returning
to the original motion.
i.e. “I would like amend the motion to
hire Rev. Smith from 3 years
to 4 years”
- An amendment creates a NEW
motion, that may be again
spoken to twice by each member.

14. Voting
- After the issue has been
sufficiently debated, the
chair asks “Are you ready
for the question” or „Are you ready to
vote‟ If the assembly indicates they are
ready to vote ...
- The chairperson stands & restates the
„question‟ (the motion) and the vote is
taken. If the vote is taken by a voice or
hand vote, the chairperson asks for the
„yes‟ vote first, then the „no‟ vote. The
contrary vote must always be asked for.
- After the votes have been tabulated/
counted, the chair announces the numerical
results & declares the motion adopted or
defeated (or who is elected).

15. At any time a member may ask for
clarification of their rights, clarifying
questions & the particulars of the motion.
Called: A Question of Privilege

16. Voting: in the case where a
voice or consensus vote is &
there is any doubt whether or
not the motion is adopted or
rejected, the wise chairperson will
immediately ask for either a „hand
vote‟ or a „standing/rising‟ vote so
that the will of the majority can more
easily be determined.
“Those in favour of the motion please stand
(or raise your hand) to be counted”
“Those opposed to the motion, please stand
(or raise your hand) to be counted.”
Count carefully!

17. Voting by Ballot: the most accepted &
most accurate form of determining the
will of the people is by voting using
confidential ballots.
- diminishes the likelihood of conforming
to peer pressure.
- abstentions (blank), destroyed or
improperly marked ballots (too many
‘marks‟) are NOT counted, nor
factored into determining the
number needed to carry a motion.
- if the intent of the person
voting is obvious, then the
ballot IS valid & included in
the count.

18. Wesleyan Power Point slide
Absentee Balloting
Discouraged … but is permissible within the
Wesleyan denomination in certain circumstances:
- for the hiring or retaining of a senior
or an associate pastor (no other issue)
- sealed envelop, with covenant or
community member‟s name written on
outside of envelop
- held in trust by the Board secretary
- opened and placed in the mix of ballots
prior to the ballots being counted

19. VOTING
MAJORITY: Most of the items a church
will vote on, will require only a
majority to adopt the motion (50% +1).
2/3rds.VOTE: Motions which change the
rules, limits rights or overturns the
previous decisions, generally require a 2/3
vote (twice as many votes for, as against)
PLURALITY VOTE: has the most votes, but not
necessarily 50% +1. (a great tool to use)
TIE VOTE: is a negative vote.
BREAKING OR CREATING A TIE VOTE: generally the
chairperson has the right to break or create
a tie vote, IF THE CHAIR HAS NOT PREVIOUSLY
VOTED & they have the permission of the
assembly.

20. VOTING CLARIFICATION
A majority vote: Means „more than half‟ …
usually, but not necessarily 50% +1
Consider 17 voters: 17 ÷ 2 = 8.5
Doesn‟t need 9.5 votes … just 9
A 2/3 vote: Means at least twice as many people are in favour
of the action/vote, as against.
If the business meeting has an indivisible number of people
voting … 2/3 means you must round the number UP.
Thus, 2/3 of 100 votes is 66.666% … thus 66 votes IS NOT
SUFFICIENT to carry the vote. 67 votes are needed.
A Spoiled, Blank or Abstention ballot: ARE NEVER
COUNTED in the totals. Thus, not factored into the tabulation
for a majority or 2/3 vote.

21. VOTING CLARIFICATION
Proxy Voting: There is no provision in the
Wesleyan church for authorizing another
person to vote on behalf of another person
(whether present or absent).
Mail in/ Phone in Voting: is not permitted in the Wesleyan
church

22. Election of Officers usually require a ballot vote
(not: hand/voice/consensus) By-law/Law
Tricks of the trade:
1 nominee, for 1 position (w. permission of mtg)
= Secretary casts one ballot
Some churches elect a „slate/list‟ of officers
= one ballot “yes/no” on the whole
group, rather than voting on individuals
Some churches elect officers using ballot box
= just like a political election, make
available a ballot box all day at the
church. Provide a space on the ballot for
„write in‟ votes.

23. Class Exercise
Scenario:
Location: Kingswood University
Situation: Trustee meeting
Motion: “Increase tuition fees, by
$1000 per year, so as to
build a gym in 2015.”