Parliamentary Rules & Procedure Seminar presented at the Texas LULAC State Convention on 6/05/2010

1. Parliamentary Rules & Procedure Seminar
Presented To
TEXAS LULAC STATE CONVENTION
June 5, 2010
Ray Mancera
Immediate Past LULAC National VP for the SW
Former LULAC National Parliamentarian

2. Parliamentary Rules & Procedure
TOPICS TO BE COVERED
I. Introduction - Who is Robert
II. Who is in Charge (Responsible)
III. Regular Order of Business
IV. Making Motions (Question to Assembly)
V. Seconding Motions
VI. Amendments - Germaine to the main motion
VII. Voting on Motions / Amendments
VIII. Common mistakes and pitfalls
IX. Question & Answer

3. Who is Robert?
General Henry Martyn Robert
1837-1923
1874 First Printing of Robert's Rules of Order

4. Who‟s In Charge?
“Presiding officer”
The Presiding Officer is normally the
President of the organization. However, in
the absence of the President, the person with
the highest official ranking may preside.
Whoever is presiding is called “The Chair”
Remember when Presiding:
Diplomacy, Professionalism, Not Dictatorship

5. Regular Order of Business
 Roll Call of Officers
 Reading of Minutes of Previous Meeting
 Reading of and Voting on Applications for Membership
 Initiation of Candidates
 Communications and Finances
 Reports of Officers and Committees
 Unfinished Business
 New Business
 Election and Installation of Officers
 Good and Welfare
 Closing

6. Making Motions (Questions to Assembly)
Principal or Main Motions
A motion is a proposal for action by the group. Only one
main motion can be considered at a time. The motion
must be germaine to the Agenda Item.
When a motion has been made, seconded and stated by
the chair, the assembly is not at liberty to consider any
other business until this motion has been disposed of.
All motions must be seconded. The mover cannot
withdraw his motion or the second after it has been
stated by the Chair. It now belongs to the assembly

7. Seconding A Motion
In general all important motions should be seconded,
which may be done without rising or addressing the
chair.
 If the mover changes the motion before the chair
states the motion the member who made the
second can withdraw it because he or she may
longer agree with the new motion.
 A second merely implies that the seconder agrees
that the motion should come before the meeting
and not that he or she necessarily favors the
motion.

8. Order Used to Dispose of a Motion
 Motion is made
 Seconded
 Chair states the motion
 Members debate the motion
 The Chair puts the question to a vote
 The Chair announces the results of the vote

9. Making a Motion
Should be well thought out before speaking
Example:
“Madam Chair, I move that we have an open
house to recruit new members and offer
sodas as refreshments”.

10. Example of Voting on a Main Motion
First Member: Madam Chair, I move that we have an
open house to recruit new members and offer sodas as
refreshments.
Second Member: I second the motion
Chair: A motion has been made and seconded to have an
open house to recruit new members and offer sodas as
refreshments. Is there any discussion?
There being NO discussion, all those in favor of having
an open house to recruit new members and offer sodas as
refreshments signify by saying AYE. Those opposed by
saying NAY. The ayes have it, motion passes.

11. Amendments To Motions
To Amend: This motion is “to change, add, or omit
words in the original Main Motion.
It must be seconded, is debatable and amendable.
 Must be Germaine to the Main Motion
 Voting on the amendment is FIRST; then on the Main
Motion.
 Rejection of an Amendment leaves the pending
motion worded as it was before the amendment
was offered.
 Another Amendment is in order but must be made
before voting on Main Motion.

12. Order Used to Dispose of a
Motion with an Amendment
 Motion is made to amend the motion
 Seconded
 Chair states (repeats) the motion to amend
 Members debate the motion
 The Chair asks the Assembly to FIRST vote on the
amendment
 The Chair then asks the Assembly to vote on the Main
Motion as amended (if amendment passed).
 The Chair announces the results of the vote.

13. Example of a Motion to Amend
“Madam Chair, I like the idea of having an open
house but I think we should also have food and
not just refreshments!
Therefore, I move to amend the main motion
to add the words „and food‟ ”.

14. Sample of Voting on a Motion with an Amendment
Member: Madam Chair, I move to Amend the Main
Motion by adding the words “and food”.
Member: I second the motion
Chair: “There is a motion and a second to amend the main
motion by adding the words „and food‟ ”.
“Is there discussion?” There being NO discussion we will
first vote on the amendment which is to add the words “and
food”. All those in favor signify by saying aye. Those
opposed say nay. The ayes have it, the amendment is
approved.
Now we will vote on the Main Motion, as amended, and
that is to have an open house to recruit new members
and offer sodas as refreshments and food. All those in
favor signify by saying aye. Those opposed by saying nay.
The ayes have it, motion passes.

15. Amending the Amendment
This is a motion to change, add, or omit
words in the first amendment; it must be
seconded and is debatable: majority votes.
 Must pertain or be germaine to the Amendment
to which it is attached
 No more than two Amendments can be
considered by the Assembly at the same time
 At least one of the Amendments must be
dispensed before considering a new
Amendment

16. Making an Amendment to an Amendment
During discussion and before a vote is taken
on the First Amendment someone says”
“Madam Chair, let‟s a good time at the open
house! We need to also serve beer!
I move we amend the amendment by
adding the words „and beer‟ ”.

17. Voting on an Amendment to an Amendment
 The FIRST vote is to agree “to change, add, or
omit words” in the Second Amendment
 The SECOND vote is “to change, add, or omit
words” in the First Amendment as changed if at
all
 The THIRD vote is on adopting the main motion
as changed or amended by first or second
amendment, if at all.

18. Example of Voting on an Amendment to the Amendment
Chair: “There is motion and a second to amend the
amendment by adding the words „and beer‟ ”.
Is there any discussion?
There being no discussion the First vote is on the Second
Amendment which is adding the words “and beer”.
All in favor say aye, those opposed say nay. The NAYS
have it, the amendment is defeated.
The Second vote is on the First Amendment which is to
add the words “and food”. All in favor say aye, those
opposed say nay. The AYES have it, amendment is
passed.
The Third vote is on the Main Motion as amended which
is: To have an open house to recruit new members
and offer sodas as refreshments and food.” All in
favor say aye, those opposed say nay. The AYES have it,
motion passes as amended.

19. What Goes Up Must Come Down!
The order in which you ascend you also must descend.
2nd
Amendment
1st
Amendment
Main Motion

20. POSTPOSE (or TABLE)
 To Postpone: A motion to postpone the
question before the assembly to some future
time is in order, except when a speaker has
the floor. Debatable and amendable:
Majority Vote.
This motion must be disposed first
before discussion or voting on
Previous Question

21. To Commit And To Lay on the Table
 To Commit: When a motion becomes involved
through amendments or when it is wise to investigate
a question more carefully, it may be moved to commit
the motion to a Committee for further consideration.
Debatable. Amendable. Committee must report back.
 To Lay on the Table: The object of this motion is to
postpone the subject under discussion in such a way
that it can be taken up at sometime in the near future
when a motion “to take from the table” would be in
order. These motions are NOT debatable OR
amendable: Majority Vote.

22. The Previous Question
(NOT: “I Call for the Question!)
It is to close debate on the pending question!!
This motion may be made when debate
becomes long and drawn out. It is not
debatable. The form is “Mr. Chairman, I
move the previous question.” The chairman
then asks the assembly, “Shall debate be
closed and the question now be put?” If this
is adopted by a two-thirds (2/3) vote, the
question (motion) before the assembly is
immediately voted upon.

23. TO RECONSIDER
The motion to reconsider a motion that was carried or
lost is in order if made on the same day or the next
calendar day, but must be made by someone who
voted on the PREVAILING SIDE. The person
who seconds is not required to have voted on the
prevailing side. This is done so no question can
continue to be reconsidered once approved or
defeated. Debatable: majority vote.
Requires 2 votes: First vote on whether it should be
reconsidered. Second vote on original motion if
motion to reconsider passed.

24. TO ADJOURN
This motion is always in order EXCEPT:
a. When a speaker has the floor.
b. When a vote is being taken.
c. After it has just been voted down.
d. When the assembly is in the midst of
some business which cannot be abruptly
stopped.
The motion is NOT debatable or amendable unless the
motion is made to adjourn to a definite place and time
then IT IS debatable and amendable.

25. Point of Order
 Point of Order: This motion is always in order, but can be used
only to present an objection to a ruling of the chair or some
method of parliamentary procedure. The form is “Mr. Chairman, I
rise to a point of order.” The Chairman answers: „„Please state your
point of order.” After the member has stated the objection, the
chair answers:
a. “Your point of order is SUSTAINED” or,
b. “Your point of order is DENIED.”
If any member is NOT satisfied with the Chair‟s decision they may
appeal from the decision of the chair. The chairman then
addresses the Assembly, “Shall the decision of the chair be
sustained?” This is debatable and the presiding officer may
discuss it without leaving the chair. Voted on like any other
motion: Majority or tie vote sustains the decision of chair.
Requires a majority of “NO” votes to reverse decision of the chair.

26. Common Mistakes and Pitfalls
Friendly Amendments?
 There are NO friendly or unfriendly
amendments.
 Once a motion has been moved, seconded,
and repeated by the chair, you do not
need the permission of the original
mover or from the one who seconded to
amend the motion. Motion now belongs
to the Assembly.

27. Common Mistakes and Pitfalls
Question:
Is it true that the Chair can vote only to break a tie?
Answer:
NO. If the Chair is a member of the assembly, he or she
has exactly the same rights and privileges as all other
members have, including the right to make motions,
speak in debate and to vote on all questions. However,
the impartiality required of the presiding officer
precludes exercising these rights while presiding, and
also requires refraining from voting except:
(i) When the vote is by ballot, or
(ii) Whenever his or her vote will affect the result (May
vote to break a tie or to create a tie but not twice).

28. Common Mistakes and Pitfalls
 Question: Is it true that, once a QUORUM has been established,
it continues to exist no matter how many members leave during
the course of the meeting?
 Answer: YES, until quorum is CHALLENGED. Once a
quorum at a meeting has been established, the continued presence
of a quorum is presumed to exist until the chair or any other
member notices that a quorum is no longer present. If the chair
notices the absence of a quorum, he or she should declare this fact
before taking a vote on a pending motion. Any member can make
a Point of Order stating quorum has been lost. The Chair must
stop all debate and not entertain any motions until quorum is
reconfirmed. If quorum is lost the Assembly adjourns. Although a
Point of Order relating to the absence of a quorum is generally not
permitted to affect prior action, if there is clear and convincing
proof no quorum was present when business was transacted, the
presiding officer can rule that business invalid (subject to appeal).

29. Common Mistakes and Pitfalls
 Question: Is a member who voted in favor
of an amendment obligated to vote in
favor of the Main Motion?
 Answer: No. A member‟s vote on an
amendment does not obligate him or her
to vote in a particular way on the main
motion to which the amendment applies;
he or she is free to vote as they please on
the main motion, whether it is amended
or not.

30. Common Mistakes and Pitfalls
 Question: Can a Committee Chair make
motions and is a second required?
 Answer: A Convention or Committee Chair,
upon presentation of it‟s report, concludes by
saying “by direction of the committee I move
for its adoption”. The committee must be
composed of at least 2 voting members of the
Assembly. No second is required if the
motion is made by the Chair or a member of
the committee but both must be voting
members of the Assembly.

31. Se acabo!
The End
Ray Mancera
915-532-2444
ray@manceragroup.com