Parliamentary Procedure

PARLIAMENTARY PROCEDURE Bill Taylor Northeast Community Development Educator UW Cooperative Extension Service The University of Wyoming is an equal opportunity/affirmative action institution.

1. Once a motion has been seconded, the maker of the motion can withdraw it. True False 2 University of Wyoming

1. Once a motion has been seconded, the maker of the motion can withdraw it. False. Once a motion has been seconded, it becomes the property of the “body” to be voted up or down and is out of the control of the “mover.” 3 University of Wyoming

2. The minutes of prior meetings must be approved by vote of the body. University of Wyoming 4 True False

2. The minutes of prior meetings must be approved by vote of the body. False. The Chair must ask, “Are there any additions or corrections to the minutes?” (pause) “If not, they stand approved as read (or ‘corrected’).” The chair “declares” the minutes approved. Minutes are “reports” and not motions. University of Wyoming 5

3. The secretary must record who seconds a motion. University of Wyoming 6 True False

3. The secretary must record who seconds a motion. False. The one who proposes the motion is to be recorded; however, the secretary need not record who seconded. University of Wyoming 7

4. The treasurer’s report must be approved by vote of the body. University of Wyoming 8 True False

4. The treasurer’s report must be approved by vote of the body. False. Like the minutes of prior meetings, this is a report and can be handled the same way (additions/corrections) or by allowing the body to ask clarifying questions. Approval can be “declared” by the chair. University of Wyoming 9

5. When a motion receives a “friendly” amendment, both the original maker and “second” must approve. University of Wyoming 10 True False

5. When a motion receives a “friendly” amendment, both the original maker and the “second” must approve. False. Only the one who proposed needs to respond, “I consider that a friendly amendment.” (e.g. when a $ amount is omitted from an original motion. Remember: there is no record of the one who seconded the motion.) University of Wyoming 11

6. Discussion should always precede making of a motion. University of Wyoming 12 True False

6. Discussion should always precede making of a main motion. False. Discussion of any motion which requires a vote is alwaysafter it is in the hands of the “body.” University of Wyoming 13

7. All reports must be approved by vote of the body. University of Wyoming 14 True False

7. All reports must be approved by vote of the body. False. Reports are “received” by the chair on behalf of the body. The body can ask questions or “move to refer” to some other person/committee if they would like a 2nd opinion; however, they need not vote to accept/reject. University of Wyoming 15

8. A motion should always be stated in the “positive” rather than the “negative.” University of Wyoming 16 True False

8. A motion should always be stated in the “positive” rather than the “negative.” True. A “motion” is always a call to action rather than a call to “not act.” If stated in the positive, the language is less confusing and the motion can always be defeated by the body if they do not want to accomplish the action. University of Wyoming 17

9. A simple majority is 51% of those present. University of Wyoming 18 True False

9. A simple majority is 51% of those present. False. A simple majority is “1” over half of those voting. University of Wyoming 19

10. When offering a motion, the person should say, “I make a motion…” University of Wyoming 20 True False

10. When offering a motion, the person should say, “I make a motion…” False. The proper way to offer a motion is, “I move…” University of Wyoming 21

11. There is only one kind of motion that can be made. University of Wyoming 22 True False

11. There is only one kind of motion that can be made. False. There are: 1. Main Motions; 2. Subsidiary Motions; 3. Incidental Motions; and 4. Privileged Motions University of Wyoming 23

12. All motions have equal value. University of Wyoming 24 True False

12. All motions have equal value. False. Some motions are “ranking motions” and take precedence over others. Some motions are “always in order” and can even interrupt debate or vote on a main motion. University of Wyoming 25

13. All motions must be voted on by the body. University of Wyoming 26 True False

13. All motions must be voted on by the body. False. Some can be ruled on by the chair. University of Wyoming 27

14. A “motion to table” kills a proposed action. University of Wyoming 28 True False

14. A “motion to table” kills a proposed action. False. A motion to “table indefinitely” can kill a proposed motion; however, a “motion to “table” or a motion to “table until a certain time” does not kill a proposal. University of Wyoming 29

15. A person must be recognized by the chair in order to offer a motion. University of Wyoming 30 True False

15. A person must be recognized by the chair in order to offer a motion. True. The chair must recognize someone before they can offer a motion; otherwise, the motion can be ruled “out of order.” University of Wyoming 31

Purpose of Parliamentary Procedure Proper order in meetings To protect each member’s rights To see that the majority rules Usually based on Robert’s Rules of Order General Henry M. Robert – military officer during Civil War 1st published in 1876 There are other parliamentary law systems The following discussion will be based on Robert’s Rules, since they are the most common University of Wyoming 32

Desired Meeting Qualities One thing at a time Courtesy to everyone Rule of the majority Rights of the minority University of Wyoming 33

How Much? Only use the level of parli pro that provides you with clarity and order in your meetings and procedures Getting too deep may be more confusing than helpful, especially in small organizations Usually the larger the meeting the more necessary rules of conduct and procedure become University of Wyoming 34

How Much? (cont.) Decisions can be made by consensus or other methods rather than parli pro, if they are clearly documented in the minutes and show they were supported by majority of the board However, if statute or bylaws state that parli pro or Robert’s Rules of Order are to be followed, business conducted outside the specified process can be vacated by courts or regulatory agencies University of Wyoming 35

Building the Agenda Create a detailed agenda for the meeting Ask persons as they arrive if they have any agenda items Check with committee chairs to see if they have reports to be included University of Wyoming 36

Voting Methods Voice “Aye”/”Nay” Used when specific count not required Rising Standing, raising hands Used for specific count Secret ballot Roll call Secretary polls each member University of Wyoming 37

Voting (cont.) Quorum Number required to conduct business Usually one member over half unless otherwise stated in bylaws Most votes require simple majority – 1 more than half members voting 2/3 required for motions which limit rights Rising vote required President votes in secret ballot or tied rising vote Can also vote to create a tie in a rising vote Tie fails the motion University of Wyoming 38

General Meeting Requirements Presiding Officer Usually president May not discuss or introduce business May only discuss if give up chair to another Secretary or recorder Other officers as stated in bylaws Quorum of members University of Wyoming 39

Motion Tool to transact business There should be no discussion or business completed without a motion on the floor Second – required by most motions to show that more than one person is interested No second – motion lost for lack of second University of Wyoming 40

Motion (cont.) 4 types Main – to introduce business Subsidiary – to change or take action on the main motion Most common – amendment Incidental – deals with rules and parliamentary procedure Privileged – handles personal matters e.g. - can’t hear, don’t understand, too cold, adjourn University of Wyoming 41

Handling a Main Motion Member rises or raises hand (depending on format) for recognition and addresses chair, “Mr./Madam/Ms President/Chairperson.” Chair must recognize member before they continue Open motion, “I move…” Chair asks for second University of Wyoming 42

Handling a Main Motion (cont.) If seconded, chair repeats motion & asks for discussion Only during discussion can other motions be made to change main motion or do something with it Each member who wants to discuss must be recognized by chair Maker of the motion should have first right to provide arguments in favor of their motion. Chair has responsibility to recognize persons on both sides of issue University of Wyoming 43

Handling a Main Motion (cont.) Bringing discussion to an end Chair can ask for a vote if (s)he has asked for more discussion and there is none Member can call out “Question,” which means they are ready and asking for a vote Carries no legal weight – only suggestion Chair states, “The question has been called for. Is there any further discussion?” If there is none then… “Seeing none, we will proceed to vote.” University of Wyoming 44

Handling a Main Motion (cont.) Bringing discussion to an end (cont.) Member can move “The Previous Question” Moving to end discussion and cause vote Requires second & 2/3 vote (because it is limiting the right of debate) University of Wyoming 45

Handling a Main Motion (cont.) After discussion Must be voted on unless another motion has done something else with it e.g. – lay on the table, postpone indefinitely, postpone to a certain time, refer to committee Chair states, “We shall now proceed to vote on the motion to…” and restates the motion (as amended if amended) so all understand what they are voting on If counted vote is not required call for voice vote – “All in favor of the motion say ‘aye.’ All opposed ‘nay.’ University of Wyoming 46

Handling a Main Motion (cont.) After the vote Chair must announce outcome of vote – “The motion is carried/lost.” If gavel is used, one tap of gavel follows chair announcement University of Wyoming 47

Summary of Motions See handout University of Wyoming 48

University of Wyoming 49 Order of Precedence Triangle

Amendments Amendments can be made to insert, delete, change wording (but not reverse the meaning) Made during discussion of main motion Second required, debatable, amendable, majority vote required, can be reconsidered If made and seconded, must be discussed and voted on before going back to discussion on main motion Why? Because may change main motion and change opinions on whether it should be passed or failed University of Wyoming 50

Amendments (cont.) Once amendment is passed or failed, proceed back to discussion on main motion as is or as amended If amended, chair should state wording of main motion as amended Amendments can be amended Same procedure applies Only two levels (amendment to the amendment) usually allowed – too many are confusing University of Wyoming 51

Nominations Suggestion, not motion – do not require second Should take nominations for highest office and hold election for that office first – then those not winning can be nominated for succeeding offices If nominating committee is used – accept their report, but then floor should be asked for any additional nominations University of Wyoming 52

Referral to Committee Motion to refer to committee can be made with 3 levels of power for committee: To report finding back to body To report and make recommendations to body To have the power to act on behalf of the body University of Wyoming 53

Referral to Committee (cont.) When committee recommendation is brought in the form of a motion, no “second” is required from floor Since committee is made of more than one person this shows that more than one person is already interested in passage of the motion University of Wyoming 54

Parliamentary Procedure Worksheet #1 Chair: Is there any further business? MAIN MOTION: Member: Mr. Chairman Chair: Tom (Sam, Eunice, Mary, Bill…) Member: Since our treasury is getting low, I move that we hold a yard sale. University of Wyoming 55

Parliamentary Procedure Worksheet #1 (cont.) SECOND: I second the motion. Chair: It has been moved and seconded to hold a yard sale. Is there any discussion on the motion? DISCUSSION: Member 1: Mr. Chairman President: Mary University of Wyoming 56

Parliamentary Procedure Worksheet #1 (cont.) Member 1: I think this is a great idea because we have the manpower and our benevolence fund has been completely drained. Member 2: Mr. Chairman Chair: Dick University of Wyoming 57

Parliamentary Procedure Worksheet #1 (cont.) Member: I would urge the membership to vote against this motion because most of us are so busy we just don’t have the time to help with such an event. AMENDMENT: Member: Mr. Chairman Chair: Lucy University of Wyoming 58

Parliamentary Procedure Worksheet #1 (cont.) Member: I move to amend the motion to add the words “at the June 10th baseball game.” Chair: Is there a second? Member: I second the motion. University of Wyoming 59

Parliamentary Procedure Worksheet #1 (cont.) Chair: It has been moved and seconded to amend the motion by adding the words “at the June 10th baseball game.” Is there any discussion? Member: Mr. Chairman Chair: Sam University of Wyoming 60

Parliamentary Procedure Worksheet #1 (cont.) Member: I don’t think that will work because that is the same day that most of us will be gone on that business trip to Cheyenne. AMENDMENT: Member: Mr. Chairman Chair: Susie University of Wyoming 61

Parliamentary Procedure Worksheet #1 (cont.) Member: I move to amend the amendment by changing the 10th to the 17th. Member: Second Chair: It has been properly moved and seconded to amend the amendment by changing the date from the 10th to the 17th. Is there any discussion? If there is no discussion, we are ready to vote on the amendment to the amendment to change the date to the 17th. All those in favor say “aye.” Those opposed “nay.” The motion carries. University of Wyoming 62

Parliamentary Procedure Worksheet #1 (cont.) Chair: We will now resume discussion on the amendment as amended to add the words “at the June 17th baseball game.” Is there any further discussion? If not, we shall proceed to vote on the amendment. All those in favor say “aye.” All those opposed “nay.” The “ayes” have it. The amendment is passed. University of Wyoming 63

Parliamentary Procedure Worksheet #1 (cont.) Chair: We will now resume discussion on the main motion as amended to read, “We will hold a yard sale at the June 17th baseball game.” Is there any further discussion? Seeing none, we will proceed to vote. All those in favor of holding a yard sale at the June 17th baseball game, say “aye.” All those opposed say “nay.” The motion is carried. University of Wyoming 64

Parliamentary Procedure Worksheet #1 (cont.) Member: I call for a division of the house. Chair: A division of the house has been called for. All those in favor of the motion please stand and remain standing to be counted. All those opposed please stand. The count is 23 to 14 in favor of the motion. The motion is carried. University of Wyoming 65

References The New Robert’s Rules of Order: Revised by Barnes & Noble, Edited by John Sherman; 1993; Barnes & Noble, Inc.; ISBN 0-88029-972-X Robert’s Rules of Order Newly Revised In Brief by Henry M. Robert III, William J. Evans, Daniel H. Honemann, Thomas J. Balch; 2004; Da Capo Press; ISBN 0-306-81354-8 Robert’s Rules of Order Newly Revised: 10th Edition by Henry M. Robert III, William J. Evans, Daniel H. Honemann, Thomas J. Balch; 2000; Da Capo Press; ISBN 0-7382-0384-X A Great Meeting Needs A Great Chair! by Colette Collier Trohan; 2007; A Great Meeting, Inc. University of Wyoming 66

Worksheets Complete Parliamentary Worksheets #2-#7 as time allows University of Wyoming 67

On a scale of 1-5, how well does the board(s) you belong to follow parliamentary procedure? University of Wyoming 68 Very well Good Fair With some mistakes Poor

The length of the class was about right. University of Wyoming 69 Strongly Agree Agree Neutral Disagree Strongly Disagree

The instructor was knowledgeable and helpful. University of Wyoming 70 Strongly Agree Agree Neutral Disagree Strongly Disagree

The slide presentation was helpful and informative. University of Wyoming 71 Strongly Agree Agree Neutral Disagree Strongly Disagree

The worksheet activities were helpful. University of Wyoming 72 Strongly Agree Agree Neutral Disagree Strongly Disagree

This class was worth my time. University of Wyoming 73 Strongly Agree Agree Neutral Disagree Strongly Disagree

Questions? University of Wyoming 74

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